Accounting information import file

Accounting information import file is used to import accounting material to Procountor in the form of journal receipts. Importing is made with the Import data function.

Journal receipts can be also created with invoice data import file (when invoice type is N) or with the new ledger entry tool’s paste transactions function that enables importing material from Excel or another spreadsheet program.

Accounting data

The picture above is an example of accounting data that contains entry rows in an Excel-worksheet. One import file always forms a single journal receipt. Basically, this means that if certain transactions must be in separate journal receipts, the transactions have to be imported separately in different import files.

If there is a difference between the debit and credit entries in the file, the difference is balanced to account “8450 Other administrative costs”. A single row in the import file can be set only to one item of a dimension. If it is needed to use several items with individual accounting entries, the entries have to be divided into smaller parts that are dimensioned with a single item each. However, when journal receipts are imported with invoice data import file instead of the accounting information import file, individual entries can be dimensioned with several items.

Import file

The import file is brought to Procountor in CSV format. The file can be created using this CSV template. The file contains a heading row for the information that can be included in the file. However, this heading row must be deleted before importing the file; every single row in the file is interpreted as an accounting entry row. It is also important to check that the first cell (A1) of the file contains information; otherwise all the other cells in the file will relocate to a faulty position.

The data import file is a file in which a single row constitutes a single record. Fields in the record are separated by semicolons. For this reason, semicolons may not be used in the data contained in the fields. The file does not have a separate header row, i.e. the records begin immediately from the first row. The CSV extension is used to identify the file, which can otherwise be named freely. If the file is saved in CSV format in Excel (not CSV (Macintosh) or CSV (MS-DOS)), the field separators and extension will automatically be correct. If the file is created using an OpenOffice spreadsheet, it will add quotation marks around the character strings when saving in CSV format. This setting must be cleared in order to make the file correctly readable.

Accounting information record

Accounting information record uses only one kind of a record. Below is the record description that includes the following information for each field:

• Num: the field’s number
• Excel cell: the field’s column in the Excel spreadsheet
• Field name / Data item: description of the data
• Obligatoriness: X = mandatory, (X) = mandatory depending on the circumstances, empty = optional
• Format: text, decimal, integer, date, or other specified form
• Permitted values / Verification: states the values permitted for the field in question / will the accuracy of the data be verified
• Default: the value assigned to empty fields
• Additional information: other relevant information concerning the field

In addition, when accounting information is brought in with the import file, the material is created with the following default settings:

• Product code = Account from field 1 (A)
• Quantity = 1
• Unit = pcs
• Discount = 0
• Comment row = empty