How to Upload and Import Manual Accounting Entries from Excel and Automatically Link Them to Customers, Vendors, and Taxes

A detailed explanation of how to upload and import manual journal entries from an Excel file, with clarification of the updated fields that ensure accurate automatic accounting linking with customers, suppliers, taxes, and employees.

Accessing the Import Interface

1. From the main menu, select Accounting

2. Click on Manual Journal Entries

3. Select Import from the top options

Uploading the File and Filling in the Data

1. Download the import file in xlsx format

2. Fill in the data according to the following fields:

• Entry Sequence: A unique number for each entry to distinguish entries within the file, written for both sides of the entry with a blank row left after each entry

• Date: Written only in the first row of each entry sequence in the format (dd/mm/yy)
  Example (01-10-)

• Entry Description: Written in the first row only for each sequence

• Account Type:
  

  • Determines the account type in each row

  • Possible values:

    • G/L Accounts (General Ledger Accounts)

    • Customer Payment

    • Vendor Payment

  • If an incorrect value is entered or left blank, the row is rejected with a clear error message

• Account Code: The account number from the chart of accounts

• Contact/Tax/Employee

  • Used to link the entry to the correct party based on account type:

    • Accounts Receivable: Enter the reference number of the customer from the Customers list, which will appear next to the customer’s name

    • Accounts Payable: Enter the reference number of the supplier from the Suppliers list, which will appear next to the supplier’s name

    • VAT Account: Enter the tax number from Settings > Taxes, and the tax number will appear next to the tax name.

    • Accrued Salaries: Enter the employee number from Payroll > Employees

    • For others: Leave the field blank

• Debit: Fill in the debit value (number).

• Credit: Fill in the credit value (number).

• Comments: Optional field

Rejection Cases

A row is rejected when there are errors in the columns

• Account Type, Contact/Tax/Employee

, such as:

• “Account Type is required. Please specify G/L Accounts, Customer Payment, or Vendor Payment.”

• “Invalid Contact/Tax/Employee for Account Receivable. Please provide a valid Customer.”

• If the following error appears:

  Transaction(), Row(): The Total amount in Debit is not equal the total amount of Credit

  The solution to the error is: You must verify that all fields in the Excel template are filled correctly, review the date, and verify compliance with all file conditions such as: date format, writing the description in the first row for each sequence, entering the account code correctly as it appears in the chart of accounts, entering the number (contact, tax, employee) correctly where the reference number of the customer, supplier, employee, or the tax number itself is entered, not the tax rate, and that the debit side equals the credit side.

Uploading the File

After uploading the file, the data is verified, and you will receive an email with the import result (success or failure).

Important Notes

• Entry Sequence does not represent the actual entry number in the system, but rather to distinguish entries in the file

• Account Code must be for a sub-account and not a main account, meaning if there is a main account with sub-accounts, enter the sub-account and not the main account

  It must be an account not linked to sub-accounts or accounts at the first or second level.)

• Debit and Credit must have equal values for each entry sequence

• Only the first row of each entry contains the date and description

• Entries must be after the account closing date if one exists

• New fields have been added to facilitate automatic linking between the entry and the associated party

Locations and Cost Centers (Projects) After Import

The import file does not support specifying the location or cost center (project or additional field) during import. Additionally, the technical team cannot update locations or cost centers in batch on manual journal entries.

The customer must manually add or edit the location and cost center for each entry individually after import, through:

1. Go to Accounting then Manual Journal Entries

2. Click Edit next to the required entry

3. Add or edit the Location and Cost Center (Project/Additional Field) at the line level through the chart icon, or at the entire entry level from the Additional Information tab

4. Click Save

Tip: You can use the Locations filter on the Manual Journal Entries page to identify entries not assigned to a specific location, making it easier to track entries that need editing.

There is no maximum limit on the number of entries that can be imported in a single batch from Excel.

Keywords: linking locations to imported entries, importing entries with locations, cost centers in import, editing location after import, multiple locations manual entries