# Upload Journal Entries

Journal entries are created based on a double-entry accounting system where total debits must equal total credits. You can post the journal entries in bulk into the system using via upload.

To upload journal entries to the system, follow the steps mentioned below:

* Download the latest CSV template from the “**Upload Journal Entries**” module.
* Copy the journal entry information into the CSV template.
* Upload the CSV template to Xoro.

### Downloading the CSV template

* Go to Upload Journal Entries using the search menu.
* Click on “**Download Template.**“.

### Copying 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.

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 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 are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

{% hint style="info" %}
*If you’re importing more than 5,000 records, we recommend you split the file.*
{% endhint %}

#### Upload Journal Entries File Fields

<table><thead><tr><th width="244.33333333333331">Column Name</th><th width="101">Data Type</th><th>Description</th></tr></thead><tbody><tr><td>**ThirdPartyRefNo</td><td>Text</td><td>Enter the third party reference number. This is a unique identifier value per journal entry.</td></tr><tr><td>ThirdPartySource</td><td>Text</td><td>Enter the reference to the third party source identifier.</td></tr><tr><td>**TxnDate</td><td>Date</td><td>Enter the posting date of the journal entry. Accounts in the entry will record their transactions on this date.</td></tr><tr><td>RefNumber</td><td>Text</td><td>This field allows you to assign a unique reference number or identifier to the journal entry.</td></tr><tr><td>**CurrencyCode</td><td>Text</td><td>Enter the currency code of the entry. The amount entered into the credit and debit fields will be of this currency.</td></tr><tr><td>ExchangeRate</td><td>Text</td><td>If the currency is not the home currency, this column allows you to specify the conversion rate for currency exchange. For the home currency entries, enter the value "1" here.</td></tr><tr><td>Memo</td><td>Text</td><td>Any notes or any additional information related to the journal entry can be entered here.</td></tr><tr><td>IsAdjustingEntry</td><td>Text</td><td>This field allows you to specify if this is an adjusting journal entry. Enter ‘Y’ for Yes and ‘N’ for No.</td></tr><tr><td>CreateReversingEntryFlag</td><td>Text</td><td>This field allows you to specify if you want to create a reversing entry. Enter ‘Y’ for Yes and ‘N’ for No.</td></tr><tr><td>ReversingEntryTxnDate</td><td>Date</td><td>If this is a reversing entry, enter the date for the transaction here.</td></tr><tr><td>GLCode</td><td>Text</td><td>Enter the GL code or account number associated with the journal entry here.</td></tr><tr><td>AccountName</td><td>Text</td><td>Enter the account name for the journal entry here.</td></tr><tr><td>EntityFullName</td><td>Text</td><td>Specify the entity name associated with the journal entry here (For example Customer Name or Vendor Name).</td></tr><tr><td>EntityTypeName</td><td>Text</td><td>Specify the type of entity here (For example Customer or Vendor).</td></tr><tr><td>LineMemo</td><td>Text</td><td>Enter any notes or additional information for the .</td></tr><tr><td>LineTypeName</td><td>Text</td><td>Specify the type of accounting entry for the line within the journal entry (“Debit” or “Credit”).</td></tr><tr><td>**Amount</td><td>Numeric</td><td>Enter the amount for this transaction line.</td></tr><tr><td>IsTaxExclusive</td><td>Text</td><td>This field allows you to indicate whether the amount specified in the associated journal entry is exclusive of taxes or not. Enter ‘Y’ for Yes and ‘N’ for No.</td></tr><tr><td>TaxCodeType</td><td>Text</td><td>Enter the tax code associated with the journal entry.</td></tr><tr><td>TaxItemCode1</td><td>Text</td><td>Enter the code of the tax item 1.</td></tr><tr><td>TaxItemValue1</td><td>Text</td><td>Enter the value associated with the tax item 1.</td></tr><tr><td>TaxItemCode2</td><td>Text</td><td>Enter the TaxItemCode2.</td></tr><tr><td>TaxItemValue2</td><td>Text</td><td>Enter the TaxItemValue2.</td></tr><tr><td>TaxItemCode3</td><td>Text</td><td>Enter the TaxItemCode3.</td></tr><tr><td>TaxItemValue3</td><td>Text</td><td>Enter the TaxItemValue3.</td></tr><tr><td>TaxItemCode4</td><td>Text</td><td>Enter the TaxItemCode4.</td></tr><tr><td>TaxItemValue4</td><td>Text</td><td>Enter the TaxItemValue4.</td></tr><tr><td>StoreName</td><td>Text</td><td>Enter the store associated with this transaction line.</td></tr><tr><td>ProjectClassName</td><td>Text</td><td>Select a project or class to associate this journal entry.</td></tr><tr><td>IgnoreLine</td><td>Text</td><td>Enter the IgnoreLine.</td></tr><tr><td>ImportError</td><td>Text</td><td>If there any errors from an upload, they will be listed in this column.</td></tr><tr><td>IsHomeCurrencyAdjustment</td><td>Text</td><td>Enter <strong>‘Y’</strong> to enable Home Currency Adjustment for the journal entry. If left blank, no adjustment is applied. If multiple lines exist for the same <strong>ThirdPartyRefNo</strong>, the system reads this value from the first line and applies it to the entire journal entry.</td></tr></tbody></table>

### Uploading the template

Once you have filled out the CSV file with your data, you can follow the steps below to upload it into Xoro:

* Click **Browse** to select the saved CSV template file.
* After the file has been selected, click on **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 a message for success or error (if any).
* Journal entries 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.


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