Journal Import

Journal Import

Journal import allows you to bulk import journal entries from Excel or CSV files into EquiBillBook. This guide explains how to prepare import files, import journal entries, and handle import errors.

Understanding Journal Import

Import functionality is useful for:

• Bulk importing multiple journal entries at once
• Importing entries from other accounting systems
• Migrating historical data
• Importing recurring entries from spreadsheets
• Reducing manual data entry time
• Ensuring data consistency

Preparing the Import File

Before importing, prepare your file:

1. Use Excel (.xlsx, .xls) or CSV format
2. Follow the required column structure
3. Ensure data is properly formatted
4. Validate account names and codes
5. Check that debits equal credits for each entry
6. Remove any formatting or formulas

Import File Format

Your import file should include these columns:

Import File Example

Sample CSV format:

Entry Date,Entry Number,Reference,Account,Debit Amount,Credit Amount,Description
2024-01-15,JE-001,REF-001,Cash,1000,,"Payment received"
2024-01-15,JE-001,REF-001,Sales Revenue,,1000,"Payment received"
2024-01-20,JE-002,REF-002,Rent Expense,500,,"Monthly rent"
2024-01-20,JE-002,REF-002,Cash,,500,"Monthly rent"

Downloading Import Template

To get a template:

1. Navigate to Accounts → Journal Entry
2. Click "Import" or "Bulk Import"
3. Click "Download Template"
4. Open the template file
5. Fill in your data following the template structure

Importing Journal Entries

To import entries:

1. Navigate to Accounts → Journal Entry
2. Click "Import" or "Bulk Import"
3. Click "Choose File" or "Browse"
4. Select your prepared Excel or CSV file
5. Review import settings:
   • Date format
   • Skip header row (if applicable)
   • Validation options
   • Error handling preferences
6. Click "Validate" to check for errors before importing
7. Review validation results
8. Fix any errors in your file if needed
9. Click "Import" to proceed

Import Validation

The system validates:

• Account Existence: All accounts must exist in the system
• Balance Check: Debits must equal credits for each entry
• Date Format: Dates must be in correct format
• Amount Format: Amounts must be valid numbers
• Required Fields: All required fields must be present
• Duplicate Numbers: Entry numbers must be unique

Handling Import Errors

If validation finds errors:

• Review the error report
• Identify rows with issues
• Fix errors in your source file
• Re-import the corrected file

Common errors include:

• Invalid account names or codes
• Unbalanced entries (debits ≠ credits)
• Invalid date formats
• Missing required fields
• Duplicate entry numbers
• Invalid amount formats

Import Options

You can configure:

• Import Mode: Create new entries or update existing
• Date Handling: How to handle dates in different formats
• Error Handling: Stop on first error or continue with valid rows
• Validation Level: Strict or lenient validation
• Auto-numbering: Generate entry numbers if not provided

Partial Imports

If some rows fail validation:

• System may import valid rows and skip invalid ones
• You'll receive a report of successful and failed imports
• Fix errors and re-import failed rows
• Review imported entries to verify accuracy

Import Best Practices

• Test First: Import a small sample before bulk import
• Backup Data: Backup existing data before large imports
• Validate Accounts: Ensure all accounts exist before importing
• Check Balances: Verify entries are balanced in source file
• Review Results: Review imported entries after import
• Keep Source Files: Maintain import files for reference
• Document Imports: Note what was imported and when

Multi-line Entry Import

For entries with multiple lines:

• Use the same Entry Number for all lines of one entry
• Each line should be a separate row
• Ensure all lines of an entry have the same date
• Total debits and credits must balance for each entry

Import from Other Systems

When importing from other accounting software:

• Export data in compatible format (Excel/CSV)
• Map account codes/names to EquiBillBook accounts
• Adjust date formats if needed
• Verify account structures match
• Test with sample data first

Import Reports

After importing, you can view:

• Import summary (total imported, failed, skipped)
• List of imported entries
• Error report for failed imports
• Import history and logs

Troubleshooting Import Issues

If imports fail:

• File Format: Ensure file is in correct format (Excel/CSV)
• Column Headers: Verify column names match template
• Data Types: Check that amounts and dates are properly formatted
• Account Names: Verify account names/codes exist in system
• File Size: Large files may need to be split into smaller batches

Need Help?

If you need assistance with journal import:

• Download and review the import template
• Ensure your file matches the required format
• Validate accounts exist before importing
• Test with a small sample first
• Review error messages carefully
• Contact support for help with complex imports

Journal import is a powerful feature for efficiently bringing data into EquiBillBook. Follow the template structure, validate your data, and test imports before bulk operations to ensure successful data migration.