How to import a journal entry
A template is provided which models the file type and the data that each column requires for a journal entry import file.
In the Ledger & Payables Module, you can find the link to the template in the import window under Process → Import Processes → Import Journal Entry.
The file layout is always in the following order:
Shortcut Number | Date | Amount | Comment | Project Code | Transaction#
This is an image of a CSV file that is ready for import.
- The file must be saved as a csv file format.
- No column headers are allowed
- The sum total of the amount column must be zero.
- Shortcut Number is the assigned shortcut for the account used in the transaction.
- Date must be formatted as mm/dd/yyyy
- Amount** no $ or commas allowed; use negative numbers for credit amounts.
- Comment* is optional; if looking at a txt file, this field may be blank but a comma is needed to separate fields; Do not use special characters in the comment field including a comma.
- Project Code* is optional; if looking at a txt file, this field may be blank but a comma is needed to separate fields
- Transaction Number must be an integer and one integer represents one transaction. There must be at least two entries per one integer as shown in the spreadsheet above.
How to import transactions and troubleshoot
An account with the shortcut XXX does not exist or has been archived.
Does this process create one Journal entry per transaction number? How would I format multiple entries for the same date. Would all lines for the date be the same transaction number, the same way the deposits import works?
Also, do the matching db/cr transactions have to be sequentially located in the file, or can I place all db lines first, followed by all cr lines?
Thank you for your question, Larry.
Yes. the import process creates one journal entry per transaction number.
If you have multiple entries for the same date, simply increment the transaction number.
Each transaction number will create a new entry regardless of date.
You may put the transactions in any order you wish. It's the integer transaction number that determines the transaction to which the entries belong.
I will update the article to clarify the process.
Also, if by chance the date entered is different for the same transaction number, the import will use the first date per transaction number.
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