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Import Journal Entries

You can create journal entries from an import file with account information.

Tip: If you need to edit your file before importing, we recommend using Notepad (for Windows) or TextEdit (for Mac). Other editors, like OpenOffice or Excel, may interfere with formatting and cause unintended consequences during the import. For example, if one of your account numbers contains numbers and a period, it may try to format that and other values in the column as dollar amounts.
  1. On the Transactions tab, click Import > Import Journal Entry From a File.
  2. Click Browse, select your import file, then click Open.
  3. If your file includes field names or a header, select the option.
  4. By default, the delimiter is automatically detected from your file. However, if your data doesn't look correct in the preview, enter the character used as the delimiter in your file.
    Note: To use a Tab character as your delimiter, enter #9; in the Force Delimiter of field. To use a space character, enter #32;. If you use multiple characters as the delimiter, enter the code for each character. For example, enter #32;#32;#32; for three spaces.
  5. When the preview looks correct, click Next.
  6. Select a date for this journal entry.
  7. For each of the Ledger fields (Account Identifier, Distribution Date, Description, and so on), select the column in your file that matches. The data from each column will display in these journal entry fields.
    • If your file has amounts in the same column, select that column for the Debit Amount and Credit Amount fields. Then, select the column that indicates if it's a debit or credit, and enter the character(s) in the column that differentiates debits and credits.
    • If your file has amounts in different columns, select the column that indicates the debit amount, and select the column that indicates the credit amount.
  8. Select whether your debits are entered as negative amounts.
  9. If the amounts in your file do not have decimals, clear the option.
  10. If the amounts in your file do not have an account or description, clear the option.
    Tip: If you have a large file, it may be difficult to match the amounts with your Ledger accounts if they don't have an account identifier or description.
  11. If you do not want to add Account Numbers to the Description, clear the option.
  12. If there are any lines in your file that you don't need to import, enter the account identifier in the text box. The import process will skip lines with this identifier. Click Next.
  13. If the debit and credit amounts from your file are not in balance, you're prompted to add a balancing entry. Click Yes to do this automatically, or click No to add or remove lines manually.
  14. In the grid, select the account from your COA to match each line in your file.
  15. Once your file is in balance and you're ready to create the journal entry, click Import.