Import ledger for opening balances

You can import a CSV file containing a trial balance or nominal ledger report to create an opening balance.

Before importing, prepare your CSV file and check the data as follows:

Header - the import will work with or without a header row (a row at the top with the column names). You may also have additional sub-heading rows. If column one (Nominal Code) does not contain a numerical value then that line will be skipped.

Opening Balances/ Trial Balance - if you are importing a Trial Balance in order to create opening balances then all entries should have the same date for column 3. This will result in a single Journal Entry with that date containing all of the transactions.

Nominal Ledger - if you are importing a Nominal Ledger Report then this will result in one Journal Entry for each date found in the file.

Creation of nominal codes - if the nominal codes you specify do not already exist in this IRIS Elements Cashbook account then they will be created for you. If the Nominal Code does exist but it has a different name, then your existing code in IRIS Elements Cashbook will be renamed to match the name in your file.

Any nominals created during import will be made as Bank Codes (Bank Transaction Types). It is recommended that you create any nominal codes first yourself prior to import if the new nominals are of another type.

Debtors and Creditors - IRIS Elements Cashbookdoes not allow posting to the debtors and creditors control accounts, if you try to post there then the figures will automatically be posted to a suspense account numbered 9999.

Ensuring your files balance - the file should balance (that is, the sum of the credit column should equal the sum of the debit column). If your file does not balance then we will create an additional Journal line posting the difference to the suspense account. The narrative will read Automatically created balancing entry.

Reversing this import - if, after importing your file, you find that the data does not appear as you expect then you can easily reverse the importing of the file by simply deleting the journal entries that were created. However, you cannot undo the changes made to the names of Nominal Codes, or the entry of new codes other than by manually editing them.

Fields

Your CSV file needs to contain six columns in the following order. We recommend you download the template and copy and paste your data into the appropriate columns.

Nominal Code The numeric code for the nominal code (Sales Code, Purchase Code or Bank Code)
Nominal Name The name for the nominal code
Date The date for the entry as DD/MM/YYYY
Narrative A comment for the entry
Debit The debit amount
Credit The credit amount

When you're ready, you can then import the file.

  1. Go to Settings. (If you've switched to the new design, select your initials, then Account Settings.)

  2. From Your Account select Import Data.

  3. Select Import Ledgers then Choose file.

  4. Browse to and select your CSV file for import . Select Open.

  5. Select Preview Import.

  6. Review the summary screen to ensure the details being imported are correct. To continue select Import.