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The Ledger Chart of Accounts Import option enables you to download a Chart Of Accounts template, select which fields to include in an import, perform a dry run through test to test the import for errors & import the Chart Of Accounts from a .csv file into your Frameworks system.

 Screenshot


Sterland recommends you follow the sequence below when completing a Chart Of Accounts import. Refer to the following processes for further information.

Also refer to Other useful Information below.

1. Download a Chart Of Accounts Template

Pre-Requisites: Account Categories, Account Instances, Account Types, Account Sub Types, Analysis Codes, Cost Centres, Divisions and Account Classifications must exist in your Chart of Accounts before you can import a Chart of Accounts. Refer to GL Table Maintenance to set these up. Contact Sterland Computing if assistance is required.

To download a Chart Of Accounts Template to populate with your Chart Of Accounts data, perform the following:

1. Click  then type Ledger Chart of Accounts Import (or select Ledger Chart of Accounts Import from within the General Ledger - Maintenance navigation tree).

2. Select the fields you want to include in the import in the Update Field. Hold the CTRL key down to select multiple fields.

3. Tick the Download Template Only (No Data) then click .

4. Populate the .csv template with your Chart Of Accounts data, then save it to your PC.


2. Test a Chart Of Accounts Import

To perform a dry run through to test a Chart Of Accounts import for any errors, perform the following:

1. If applicable, click  then type Ledger Chart of Accounts Import (or select Ledger Chart of Accounts Import from within the General Ledger - Maintenance navigation tree).

2. Once you have populated the .csv template with your Chart Of Accounts data, click then select the file (from your PC) to upload to your Frameworks server. The name of your file will be displayed.

3. Tick Report Only to receive a html file and an error file which will contain further information & errors with the import.

4. Click .

5. A message is displayed. Click OK.

6. Another message "Your task has completed (INFORMATION)" appears at the bottom left side of the screen.

7. If run now, the tab displays the results of the completed task. If you ran the task immediately, you can click on the reports generated. If run later, the Task Scheduler Queue contains the ouput.

9. If you receive a message indicating there were errors updating the Chart Of Accounts, click the ledgerChartImport.html and the errors.csv links to view the detailed reports & then correct the Chart Of Accounts import file. Refer to Correct errors with the planned Chart Of Accounts import for further information.

8. If there were no errors, proceed with the import.


3. Correct errors with the planned Chart Of Accounts import

After you have completed the test Chart of Accounts import, a ledgerChartImport.html file and an errors.csv file is produced.

To correct errors with the .csv import file, perform the following:

1. After completing the test of a Chart Of Accounts import, open the ledgerChartImport.html file and look for errors, then correct them in the import file. Refer to the following table for guidance.

ErrorHow to correct the error
Invalid BAS code entered [n] (ERROR)

The account listed has an invalid BAS code defined. Go back to the import template/file & ensure you have added a valid BAS code for every account listed in the .csv. The System - BAS Codes miscellaneous table records valid system BAS codes. Refer to System - BAS Codes for further information.

(info) If the report lists an account with Success = Yes and Notes = Will be Updated, you can assume that that those accounts will import successfully without any issues.

2. Open the errors.csv file and look for errors then correct them in the import file. 



4. Import the Chart Of Accounts

After you have performed a dry run to test a Chart Of Accounts import & corrected any errors in the .csv template, import the Chart Of Accounts by performing the following:

1. If applicable, click  then type Ledger Chart of Accounts Import (or select Ledger Chart of Accounts Import from within the General Ledger - Maintenance navigation tree).

2. Click then select the file (from your PC) to upload to your Frameworks server. The name of your file will be displayed.

3. Select whether you want to create the Missing Reporting Chart records.

4. Un-tick theReport Only checkboxes.

5. Click the tab. The scheduled task is defaulted to run One Time and is set to run at the current system date & time. Refer to Scheduling Once Only Tasks to update this information.

6. Click to submit the task to import the Chart Of Accounts

7. A message is displayed. Click OK.

8. Another message "Your task has completed (INFORMATION)" appears at the bottom left side of the screen.

9. If run now, the tab displays the results of the completed task. If you ran the task immediately, you can click on the reports generated. If run later, the Task Scheduler Queue contains the ouput.

10. If you receive a message indicating there were errors updating the Chart Of Accounts, click the ledgerChartImport.html and the errors.csv links to view the detailed reports & then correct the Chart Of Accounts import file. Refer to Correct errors with the planned Chart Of Accounts import for further information.

11. If there were no errors in the log, you can assume the import was successful.


Other useful Information

The following provides other information relating to the Chart Of Accounts import functionality.


Update an existing Chart Of Accounts One Time only

To update a Chart Of Accounts with additional data, perform the following:

1. If applicable, click  then type Ledger Chart of Accounts Import (or select Ledger Chart of Accounts Import from within the General Ledger - Maintenance navigation tree).

2. If needed, download a template with the fields you want to include in the import. Refer to Download a Chart Of Accounts Template above.

3. If needed, populate the csv template with your Chart Of Accounts data, then save it to your PC.

4. Once the template is complete, click , then select the file (from your PC) to upload to your Frameworks server. The name of your file will be displayed under the Upload CSV button.

5. Select whether you want to create the Missing Reporting Chart records or not via the check box.

6. Un-tick the Report Only check box.

7. Click the tab. The scheduled task is defaulted to run One Time and is set to run at the current system date & time. Refer to Scheduling Once Only Tasks to update this information.

8. Click to submit the task to import the updated Chart Of Accounts data.

9. A message is displayed. Click OK.

10. Another message "Your task has completed (INFORMATION)" appears at the bottom left side of the screen.

11. If run now, the tab displays the results of the completed task. If you ran the task immediately, you can click on the reports generated. If run later, the Task Scheduler Queue contains the ouput.

12. If you receive a message indicating there were errors updating the Chart Of Accounts, click the ledgerChartImport.html and the errors.csv links to view the detailed reports & then correct the Chart Of Accounts import file. Refer to Correct errors with the planned Chart Of Accounts import for further information.

13. If there were no errors in the log, you can assume the import was successful.