On occasion it might become useful to import a series of Journal Entries from a spreadsheet. In this case you would want to utilize the Journal Entry Import Template. A journal entry import can be used to import data that already exists in spreadsheet form, perhaps an export from a separate software package. One example of this would be importing an export from payroll software.
The first step required to import journal entries is to download the import template. The import template can be found in Company > Company Setup > Company Setup Checklist.
It is important to download the import template from Intacct every time you wish to run the import. Due to quarterly software updates the import templates are all subject to change. Should you attempt an import with an older template your import may fail.
Once you’re in the Company Setup Checklist scroll down to the General Ledger Journal Entries row and click the text ‘Template’ on the right.
Your import template will be downloaded by your browser. Once the template is downloaded, open it in Excel. You will see the column names across the top row of the template followed by a description about what data is expected in each column.
This template will contain all the fields in your instance which are applicable to this type of import, including custom dimensions and fields. It is very important that the names of the columns on the spreadsheet are left the same as they are when the template is downloaded. If these column names get changed your import will fail.
The next step is to populate the import template. There are two mains ways to achieve this; either copy the data from another spreadsheet or type the data into the import template by hand. It is important that the debits and credits for each journal entry match as the file will not be imported if they don’t. Once the data is entered into the spreadsheet save the data as a CSV file.
In order to import your file you will go back into the Company Setup Checklist which is found in Company > Company Setup > Company Setup Checklist. Scroll down to the General Ledger Journal Entries row and click the text ‘Import’ on the right.
The Import Company Information popup will appear. Click ‘Choose File’ to navigate to and select the CSV file containing your data. Next confirm that your date format correctly matches the dates in your file. If you chose to select the Process offline checkbox displayed here your file will not be imported immediately. Instead it will be placed in a queue behind others who have already utilized this feature. This functionality is helpful when uploading a large number of transactions. Because the importing of a large number of transactions can take a lot of time it is useful to use this functionality when you wish to continue working on other things within Intacct while the import runs. It is important to enter an email address in this window, especially with offline imports, so that if an import fails, you will be notified. Click Import.
If you encounter and import error, you will be given a message that indicates how many entries imported and how many didn’t import. In our case we only had one line and it didn’t import:
In the event of an error Intacct will give you the opportunity to download your error file. If you did not import offline you will see the download link in your browser as shown above. If you chose to import offline the download link will be sent to you in an email.
The error file you will download is a version of the file you imported but one that only contains the failed entries. For example if your file contained 20 rows and 13 imported then the error file would only contain the 7 that didn’t import. The standard protocol for importing transactions dictates that we should download the error file, fix any issues, then re-import it. When you re-import you may be completely successful or you may get errors again. Perhaps the next time you only get 3 of the 7 importing successfully, you would then need to again download the error file. This time the error file contains the remaining 4 entries that need to be fixed. You would fix those errors then import a third time. You would continue getting new error files, fixing the issues and re-importing the file until all of your transaction have successfully imported.
Please note: When uploading immediately this error file is only available to download from this link. If you close the window your error file will be lost. You will then need to go through Intacct and your original CSV file in order to determine which lines imported and which failed.
In order to fix our errors it’s important to check the email received from Intacct. This email will contain important information about the lines that were a problem and give hints as to how to fix these issues. The error message below is a sample of what you might receive in an email.
When trying to figure out how to fix your file, look at the lines that say ‘Correction’. In both our cases we need to pick a valid journal. We will open the error file we downloaded, fix our Journal entry and re-import. Some common reasons that imports fail include:
- Outdated import template
- Typo in Journal Name
- Debits and Credits don’t balance
- Header row name(s) got changed
- Required field are missing
- Date format doesn’t match
Once all your errors are fixed and your transactions are all successfully imported you will see a message similar to this one. Congratulations!