Introduction
Use this function to download, create, and then import General Ledger Journals using Excel. Templates include Trial Balance Movements and General Ledger Journals. The system will validate all data before importing to ensure integrity of the accounts. This is especially useful if you have complex journals you need to post each month.
There are two Excel template options to use:
- GL Journals: Use this template to create a single journal with multiple lines, or a series of journals. The system can create separate journals by using an external reference.
- Trial Balance Movements: Choose this if you use a third-party system or only want to use AccountsIQ’s General Ledger and/or Consolidation features. It prepares and imports a Trial Balance as a single Journal. Using this template, you can import a Trial Balance into each company.
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Downloading the GL Journal template
1. Go to General > GL Import Journals.
Info: Our New Look
If you are using our new look navigation, the Journal Manager can be found in the GL tab in the new sidebar. Hover over the plus icon to select Import Journals:
2. In the Select Excel Template dropdown, select GL Journals. Then Click to Download Excel Journal Template File.
3. Rename and store the template on your Desktop. Do not use cloud storage, such as OneDrive and iCloud.
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Populating the GL Journal Template
Populate the formatted table with your Journal Lines. All fields are mandatory. Avoid copying and pasting details into the template as this can cause errors.
- Ext Ref: The Ext Ref must contain no special characters and be shorter than 50 characters.
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Description: Only the first line you enter will appear as the journal description in the system.
Info
We recommend not exceeding 1000 lines per import. If you have a large quantity of lines, you will need to do multiple data imports. It is better for data quality to import multiple journals with fewer lines rather than performing one large import.
Uploading the GL Journal template
1. Log in to the Entity that you want to import the Excel transactions into.
2. Go to General > GL Import Journals.
3. Browse to the location of your populated spreadsheet and select Import.
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4. If your journal contains errors, you will receive a report. Correct the errors in the original Excel template or the error file and reimport it.
5. Repeat this process for other GL Ledgers you wish to import.
Downloading the Trial Balance Movements template
1. Go to General > GL Import Journals.
Info: Our New Look
If you are using our new look navigation, the Journal Manager can be found in the GL tab in the new sidebar. Hover over the plus icon to select Import Journals:
2. In the Select Excel Template dropdown, select Trial Balance Movements. Then Click to Download Excel Journal Template File.
3. Rename and store the template on your Desktop. Do not use cloud storage, such as OneDrive and iCloud.
Populating the Trial Balance Movements template
To populate the template spreadsheet with your Trial Balance, complete the following:
- Import into Period End Date: Ensure this is in the correct format.
- Description for imported lines: Add for imported transactions (optional).
- Import Transaction Ext Ref: Add a unique Journal Reference Code. It must contain no special characters and be shorter than 50 characters.
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Overall Total: Ensure this is zero.
Uploading the Trial Balance template
1. Log in to the Entity that you want to import the Excel transactions into.
2. Go to General > GL Import Journals.
3. Browse to the location of your populated Spreadsheet and select Import.
4. If your journal contains errors, you will receive a report. Correct the errors in the original Excel template or the error file and reimport it.
5. Repeat this process for other Company Trial Balances you wish to import.
See:
How does Multi-Company Consolidation Work?