Upload Accounts
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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.
You can upload accounts using the steps mentioned below:
Download the latest CSV template from the “Upload Accounts” module.
Copy the account information into the CSV template.
Upload the CSV template to Xoro.
Go to “Upload Accounts” using the Search Menu.
Click on “Download Template”.
Once you’ve downloaded the template file, you can copy 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.
Below are some points to be noted when entering the data into the template.
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 column headings from row 1 in the template – these are needed for the file to import correctly.
All date fields will accept the MM-DD-YYYY format.
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.
**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.
ActiveFlagStr
Y/N
This field allows you to mark the account as 'Active' or 'Inactive'.
AccountNumber
Numeric
Enter a unique G/L Account code. Please note that two accounts cannot have the same G/L Number.
ParentName
Text
If this account is a child account, then enter its parent account name here. Please Note: Parent and Child accounts must have the same Account Type.
**CurrencyCode
Text
Enter a currency for this account. Common currency codes include: USD CAD AUD INR EUR If you have additional currencies please contact Xorosoft. Please 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 are any errors from an upload, they will be listed in this column.
Is Inter-Company?
Y/N
If this is an Inter Company Account put “Y”.
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 fall back 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.
In the Account File Preview window, review the data and click on "Upload Accounts" to import the data.
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.
Accounts will only get uploaded into the system if there are no errors in the file. If there are errors in the file, a pop-up will reflect the errors in the file. You can fix the errors in the original file, and upload it back into Xoro.
