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.

If you’re importing more than 5,000 records, we recommend you split the file.

Upload Journal Entries File Fields

Column Name	Data Type	Description
**ThirdPartyRefNo	Text	Enter the third party reference number. This is a unique identifier value per journal entry.
ThirdPartySource	Text	Enter the reference to the third party source identifier.
**TxnDate	Date	Enter the posting date of the journal entry. Accounts in the entry will record their transactions on this date.
RefNumber	Text	This field allows you to assign a unique reference number or identifier to the journal entry.
**CurrencyCode	Text	Enter the currency code of the entry. The amount entered into the credit and debit fields will be of this currency.
ExchangeRate	Text	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.
Memo	Text	Any notes or any additional information related to the journal entry can be entered here.
IsAdjustingEntry	Text	This field allows you to specify if this is an adjusting journal entry. Enter ‘Y’ for Yes and ‘N’ for No.
CreateReversingEntryFlag	Text	This field allows you to specify if you want to create a reversing entry. Enter ‘Y’ for Yes and ‘N’ for No.
ReversingEntryTxnDate	Date	If this is a reversing entry, enter the date for the transaction here.
GLCode	Text	Enter the GL code or account number associated with the journal entry here.
AccountName	Text	Enter the account name for the journal entry here.
EntityFullName	Text	Specify the entity name associated with the journal entry here (For example Customer Name or Vendor Name).
EntityTypeName	Text	Specify the type of entity here (For example Customer or Vendor).
LineMemo	Text	Enter any notes or additional information for the .
LineTypeName	Text	Specify the type of accounting entry for the line within the journal entry (“Debit” or “Credit”).
**Amount	Numeric	Enter the amount for this transaction line.
IsTaxExclusive	Text	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.
TaxCodeType	Text	Enter the tax code associated with the journal entry.
TaxItemCode1	Text	Enter the code of the tax item 1.
TaxItemValue1	Text	Enter the value associated with the tax item 1.
TaxItemCode2	Text	Enter the TaxItemCode2.
TaxItemValue2	Text	Enter the TaxItemValue2.
TaxItemCode3	Text	Enter the TaxItemCode3.
TaxItemValue3	Text	Enter the TaxItemValue3.
TaxItemCode4	Text	Enter the TaxItemCode4.
TaxItemValue4	Text	Enter the TaxItemValue4.
StoreName	Text	Enter the store associated with this transaction line.
ProjectClassName	Text	Select a project or class to associate this journal entry.
IgnoreLine	Text	Enter the IgnoreLine.
ImportError	Text	If there any errors from an upload, they will be listed in this column.

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.