An account is used to track a set of transactions in the form of debits and credits. There can be many types of accounts, including bank, income, expense, asset, equity, payable, receivable, etc.
Overview
- Download the latest CSV Template from the “Upload Accounts” module.
- Copy Account information into the CSV Template.
- Upload the CSV Template into Xoro.
Download the CSV template file
- Go to “Upload Accounts” using the Search Menu.
- Click on “Download Template”.
Copy the information into the template
Once you’ve downloaded the template file, you can copy in your data using any spreadsheet software. There are columns that you must complete, and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.
- The file must be a CSV (Comma-separated values) file. The name of your file must end with .csv.
- Make sure you don’t change any of the column headings from row 1 in the template – these are needed for the file to import correctly.
- All date fields will accept a format of MM/DD/YYYY or MM-DD-YYYY.
- Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.
- Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.
| Column Name | Data Type | Description |
|---|---|---|
| **Name | Text | This is the unique name of the account, it cannot be the same as another account in the system. |
| Description | Text | A description for the account, perhaps what the account is used for. |
| **FAccountTypeName | Text | The account type sets the type of account such as bank, asset, or expense. Note: If this field is blank it will be picked up from the upload default values. |
| OpeningBalance | Numeric | If the account has an opening balance, you may enter a negative or positive decimal value here (e.g. 100.11). This will generate a journal entry. It is recommended to do opening balance entries well after the chart of accounts has been imported, so this field can almost always be left blank. Please check with your accountant |
| OpeningBalanceDate | Date | If the “OpeningBalance” field is filled, enter a date (MM-DD-YYYY) for the journal entry. |
| AccountNumber | Numeric | Enter a unique G/L Account code. Note: 2 accounts cannot have the same G/L Number. |
| ParentName | Text | If this account is a child account, then enter its parent account name here. Note: Parent and Child accounts must have the same Account Type. |
| **CurrencyCode | Text | Enter a currency for this account. Common currency codes: USD CAD AUD INR EUR If you have additional currencies please contact Xorosoft. Note: If this field is blank it will be picked up from the upload default values. |
| EntityTypeName | Text | If the “OpeningBalance” field is filled, enter an entity type here, “Customer”, “Vendor”, or “Store”. |
| EntityAccountName | Text | If the “OpeningBalance” field is filled, enter a Store, Customer, or Vendor here to associate with the generated journal entry. |
| OpeningBalOffsetFAccountName | Numeric | If there is an opening balance, select an offsetting account for the journal entry transaction. |
| ImportError | Text | If there any errors from an upload, they will be listed in this column. |
| Is Inter-Company? | Y/N | If its an Inter Comapny Account put “Y”. |
| Custom Fields | Text | Can add Custom fields if required. |
Upload the template
Once you have filled the CSV file with your data, you can follow the steps below to upload it into Xoro:
- The Default Values for required columns can be configured before the upload.
- If the data in the template is blank or incorrect, then the uploader will fallback and use these specified default values.
- Click Browse to select the saved CSV template file.
- After the file has been selected, click Verify & Upload to start importing.
- While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.
- After the import has been completed, the result will be displayed with the message for success or error (if any).
- Accounts will only get uploaded into the system if there are no errors in the file. If there are errors in the file, you can download the error file, fix the errors in the Original File and upload it back into Xoro.
Video Tutorial
