Using the data import

The data-import module allows you to import the bookkeeping data using a CSV (komma-separated values) or a Microsoft Excel file. If it's an Excel file, it is an advantage if the data is contained in a table. It isn't mandatory but it simplifies the selection of the fields.

The imported bookkeeping data is stored in the database for usage when analysis reports are generated.

The import modules works with data-import templates: these are definitions of previous data imports that have been saved for future usage. A data-import template contains the field definitions of an import file format. This means that a template that was created for a specific file import format will only work with files in that same format.
Most of the time, you'll create the import definition the first time and the re-use it as a template for all later imports.

The import module is presented as a wizard with different steps:

Step 1 : select template

In the first step, you can select a previously stored template or create a new template. Select the template (if there is one) in the top selection list or type a name for the new template in the textbox below the selection list.

Step 2 : template settings

This step only matters if you're importing a CSV file or an Excel file where the data isn't contained in a table. There are 2 settings:

  • has a header ? : check this box if the 1st line of data is the header of the data. Otherwise, the import routine assumes the 1st line contains actual data.
  • separator: indicates the character that is used in the file to separate the fields from one another (only applies to CSV files)

Step 3 : file upload

Upload the file for analysis: the file data is not imported in this step. Rather, it is analysed to extract the column headers that will be used in the next step.
The file is temporarily stored on the server, ready for import once the last step is completed.

Step 4 : field settings

In this step, you'll have to indicate in which column the import routine can find it's data in the data file. An asterisk (*) indicates the mandatory fields.
These are the fields that can be imported:

  • Administration code : (unique) code of the bookkeeping dossier or administration
  • Administration name : name of the administration/dossier
  • Journal code: code of the bookkeeping journal
  • Journal name: name of the bookkeeping journal
  • Period: bookkeeping period, formatted as year-month (yyyyMM)
  • Document number: number of the document. The document number combined with the administration code, the journal code and the period must be unique.
  • Document date: date of the document
  • Document reference: reference of the document. This can be the supplier's reference for a purchase invoice, or any other piece of text.
  • Line number: the line number of the movement line. This number combined with the administration code, the journal code, the period and the document code must be unique.
  • Line reference: the reference of the line. This can be any piece of text relating to the line.
  • General ledger account nb: number or code of the general ledger account
  • General ledger account name: name of the general ledger account
  • Analytic account nb: number or code of the analytical account
  • Analytic account name: name of the analytical account
  • Relation code: code of the relation
  • Relation name: name of the relation

Step 5 : process file

In this step you can choose to store the current import definition as a template, so that you can re-use it for later imports.
Click finish to start the import.

Once imported, you can download the imported transactions via the Bookkeeping > Transactions menu option.

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