Import journal entries

To import a file of journal entries, it must:

  • Contain only journal entries for existing ledger accounts. If necessary, create accounts in your chart of accounts before importing the file.
  • Be saved in comma separated value (CSV) format.
  • Use the same column headings and formatting as in the journals template file.

Step 1: Download the CSV template file

  1. From Adjustments, Journals, select New Journal and then Import Journals.

  2. Select the CSV template link to on the Import Journals window to download a CSV template you can use to import your data.

location of the download link

  1. Go to the downloads folder on your device to find the file.

Step 2: Preparing the journal file

If you already have a file, compare it to the template file before importing your journals. The column headings and data format in your file must match the template.

If you don't have a file, you can add your journal entries to the template file. Leave the column headings as-is and then replace the sample data with your journals, using the same format.

While you can't change the column headings, you can change the order of the columns. For example, if you don't use analysis types or need to enter exchange rates, you can move those columns to the end. This makes it easier to enter only the data you need to create the journal entries.

Note:

The maximum file size you can import is 0.5MB. If your file is larger, split it into another file.

When preparing your file, use the table below to ensure that your file format is correct. Remember that the header row in your CSV file must use the same headings as shown in the Field name column below.

Import multiple entries in one journal entry

You can import a single or multiple journals from one import file.

When preparing your file, list all lines you want in one journal under the same reference number. Fill in columns A, B, and C once, and then list the details of each individual line in the remaining columns. The Debit and Credit amounts (columns J and K) for each line in the journal must match (or balance to zero).

After importing, you will have one journal entry with a line for each item. A new journal entry is created when the data in column A is different than the row before.

Here's an example of how to set up your file to import multiple entries in one journal entry.

Note:

Some columns in the template file are hidden in the example.

import-journals-na

Column Field name Type Compulsory Notes
A Reference Text Yes This can be numbers, letters, or a mix of both. The limit is 75 characters.
B Date Number Yes The date can only be numbers in month, day, year format. For example, 01/01/2022.
C Description Text No This can be numbers, letters, or a mix of both. The limit is 200 characters.
D Ledger Account Number Number Yes You must enter a ledger account number from your chart of accounts. If it's new, add it to your chart of accounts before importing journals. Enter only the account number, not the name.
E Details Text No Details can be numbers, letters, or a mix of both. The limit is 200 characters.
F Analysis Type 1 Text No

If you enter analysis types, be sure to enter them exactly the same as what you have in Accounting. If it's new, add it to before importing journals. The limit is 250 characters.

Note:

To ensure that the names are exact, change the cell format in the spreadsheet from General to Text.
G Analysis Type 2 Text No
H Analysis Type 3 Text No
I Include on Tax Return Text No Enter Yes, Y, No, or N.
J Debit Number Yes The debit and credit amounts you enter must be less than or equal to 99999999.00. Enter only numbers.
K Credit Number Yes
L Exchange rate Number No Entering the exchange rate is an option for foreign currency journals. Enter only numbers.

Step 3: Import the journals file

Related topics

Working with journals