Data Import Tool

Data Import Tool

Importing Data

Please note : We are in the process of improving this tool, so you may see some things not mentioned here! There is more detailed documentation in the works.
If you are trying to import transactions into Cloud Banking, please see this article.

AccountingSuite’s Data Import module allows you to import customers, vendors, items, chart of accounts, checks, deposits, journal entries and classes. Here are instructions on importing – if you have questions or need assistance, please contact us – we’ll help you import the data.

To Import Data :

    1. Export the data from your current application and save it as a CSV (Comma Separated Value) file.
    2. Open the cvs file using Microsoft Excel or a similar spreadsheet program. Look at the data to see if what is in each column makes sense to you based on the column heading (i.e. for a column named First Name, data in the column looks like first names)
    3. Download the Import Templates attached below. For each column that you wish to import from your export, make sure there is a matching column in the import template. Please note: Columns in red are required. If your export template does not have a column with the data in the red column, you must add it before importing.
    4. In AccountingSuite, Navigate to Admin Panel → Data Import.
    5. Click the item that you’d like to import from the list.
    6. Check the box if your data has header rows.
    7. Choose how you’d like to handle duplicate records.
    8. In the pane on the bottom (which represents the field in AccountingSuite) double click each row and a pop-up menu will appear. Select the column from your imported data to match with this field. Repeat for each field that will be imported

      Notes :
        • Only the fields marked required are required. If the same value will be used for each imported row, enter the value in the default column and the field mapping may be skipped.
        • If you have headers, check the checkbox above the mapping grid.
        • Choose how you’d like to handle duplicates.
    9. After mapping all of the desired fields, click Prepare Data.
    10. Uncheck any rows to exclude them from import (like the header row).
    11. Click Check Data.
    12. The data is checked. Fix any errors.  
    13. Click Import Data.

Tips :

  • You may wish to remove any columns that you don’t wish to import from the exported file during step 2. This makes the mapping process easier.
  • You may need to add some columns to the data that you exported.
  • Please limit uploads to 1000 records at a time.

Notes on Import Order

The order that you import your data is very important.  Many things are dependent on other data being in the software before being imported.  Here is a general order of operations when importing data.
  1.  Import / enter list items:   Payment methods, payment terms, item categories, price levels, shipping carriers, sales people, units of measure sets, sales tax agencies, sales tax rates.
  2. Import the Chart of Accounts.
  3. Import Customers and Vendors
  4. Import Locations.
  5. Import Items.
  6. Import Quotes
  7. Import Sales Orders
  8. Import Purchase Orders
  9. Import Items Receipts
  10. Import Bills
  11. Import Bill Payments
  12. Enter Assembly Builds
  13. Import Shipments
  14. Import Sales Invoices
  15. Import Cash Receipts
  16. Import Cash Sales
  17. Import Purchase Returns
  18. Import Credit Memos
  19. Import Payments.

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