How to import a deposit
To successfully import a deposit file, you must:
- Use these specific guidelines to create a properly formatted CSV file.
- If you get an error report, go back to the guidelines and the CSV formatting example to learn how to update your file to eliminate the errors.
- Then, follow the steps for import.
- Here is an example of an imported deposit with detailed explanations of the input (CSV file) and expected results (a screenshot of one of the deposits).
- How to populate the CSV file when using Primary/Subsidiary Accounts.
- Deposits may be imported into ParishSOFT Accounting using a CSV file.
- Do not use special characters (dollar signs or commas) in your CSV file.
- The deposit date must be during or after the current accounting month.
- Several deposit transactions may be listed in the CSV file and imported at once. (example)
- Each unique deposit transaction will have a different transaction number in column F.
- When one deposit is distributed among multiple income accounts, use the same transaction number (in Column F) for each line.
- The file will not have column headers.
- The information must be formatted as described below.
CSV File layout and format
This image shows into which column the information must be placed in the CSV file. The second image below gives a description or format of each field.
Description or Format of each field
A CSV file is often displayed in excel in columnar format with each column representing a field separated by a comma in the actual text. Below is the actual CSV (comma separated value) text, shown to give a visual of how one of the two optional fields (in this case Comment) would look if left blank. For context, see the Description or Format of each field above for column D, Comment. If your CSV file is created in Excel, the cell would be left blank.
Steps for import
- Go to Ledger & Payables → Process → Import Deposit
- Click the Choose File button, the browse for your properly formatted CSV file.
- Click the Import button.
Example of an imported deposit
This deposit is the result of an import which is outlined below. Each letter represents a column from the CSV file. If your organization uses Primary/Subsidiary Bank Accounts, the formatting and content of each column are the same with this caveat.
Here is the file that was imported. It created two deposits but only one is shown above. The file layout and format is described below. The highlighting is to show the two separate deposits embedded in this one CSV file.
- Note, every change in column F represents a new deposit.
- All three rows with a 1 in column F imported into Deposit 1031 and represent the income distribution for that deposit.
- Notice, there is no header row.
Here again, is the CSV file (displayed in Excel) with some explanations below.
- Note the first three items listed in the CSV file have a Transaction number of 1. In the actual deposit (shown below), the deposit number is 1031.
- The Transaction number in the CSV file is used to group all of the line items that belong in one transaction.
- Transaction Number 2 would have imported as deposit number 1032 and would have only one line item.
- Each line in the CSV file with the same transaction number imports as one deposit with each income account in it's own line in the grid.
- The amount of the deposit must be entered as a positive number. The amount will credit the Income Account (Column A) and debit the Bank Account (Column G).
- Each of the line items will show individually on account balance reports.
- Use the same bank account for each transaction number (so all lines with a Transaction Number of 1 would use the same bank account; all lines with a Transaction Number of 2 would use the same bank account, etc.) Please click the following link to learn how to enter the bank account information if your organization uses Primary/Subsidiary Banking.
Primary/Subsidiary Bank Account
Primary/Subsidiary Bank Account users may enter different subsidiary bank accounts for different income distribution line items on the same transaction, but the subsidiary accounts must be tied to the same primary bank account. If the subsidiary bank accounts have different primary accounts they need to have different transaction numbers.
Error Report Example