Accounts

Import trial balance data in an Excel or CSV file to Accounts Production Advanced

Follow the steps in the Import Wizard to import data from an Excel or CSV file. You may need to map columns and add a comparative period if needed. You can also use these steps to import trial balance data you've exported from Xero.
  2. Make sure that the Excel worksheet or CSV file you want to import has the following columns.
    Example
    • Column 1: Nominal code number.
    • Column 2: Nominal code description.
    • Column 3: Debit/Credit.
  3. Open the client in Accounts Production Advanced.
  4. Select the
    Import/Account Assignment
     tab.
  5. Under the Transactional Import heading, select
    Import Wizard
    .
  6. Use
    Default entity settings
     unless you've created your own
    Stored entity settings
     during a previous import.
  7. Select
    Browse
     to find the Excel of CSV file, then select
    Open
    .
  8. Select
    Next
    .
  9. Mark the checkbox for each row that's blank, that includes headings, or has totals to exclude them.
    Digita Accounts Production Advanced Import Wizard. Step 2 of 4 is shown. The table of data being imported includes a header row and an empty row. The checklist for each of these rows is marked ready to exclude them from the import.
  10. Review the data to check the content and format are correct, then select
    Next
    .
  11. Drag and drop each column heading from the Source Data section to the corresponding column in the Destination Fields.
    The Import Wizard. Two tables show Source Data at the top, Destination Fields below. Source Data columns A and B are mapped to the Account Code and Account Description fields. Columns C and D are separate credit and debit columns for the current year in the source and mapped to Value 1. Columns E and F are separate credit and debit columns for a comparative period, which are mapped to Value 2. The Add Field button next to Destination Fields is highlighted to show it has been used to create the Value 2 column.
  12. Take the following steps if you want to import another accounting period as a comparative period.
    1. Select
      Add Field
      , then
      Value 2
       to create a new column in the Destination Fields section.
    2. Drag and drop the column heading for the comparative period from Source Data to
      Value 2
       Destination Field.
  13. Take the following steps if you have comparative data in the
    Value 2
     column of the Destination Fields section.
    1. Select the
      Value 2
       heading.
    2. Clear the
      Year to date
       checkbox.
    3. Select the
      Comparative period
       checkbox.
  14. If your Excel or CSV file has 2 separate Credit and Debit columns, then you'll need to take the following steps.
    1. Select the cell in
      Value 1
       where you dragged and dropped the columns from your Source Data.
    2. In the
      Convert to negative/credit
       section, select the column that contains the Credit.
    3. Repeat these steps for the
      Value 2
       column, if you have comparative data. 
  15. Take the following steps to set the Balancing account.
    1. In the Destination Fields section, select the
      Value 1
       column header.
    2. Select the
      Balancing account
       ellipsis button.
    3. Choose a Balancing account, then select
      OK
      .
    4. Repeat these steps for a
      Value 2
       column, if you have one.
  16. Take the following steps if the codes in your Source Data are in the same format used by Digita (for example, 000.00).
    1. Select the
      Account Code
       heading in the Destination Fields section.
    2. Select
      Use imported accounts
      .
    3. If you don't want to replace Digita Descriptions, select the cell under
      Description
      , then select
      Keep first description
       and
      Keep existing description
      .
      The Import Wizard. In the Destination Fields section, the cell under Account Description is selected. In the Duplicate accounts option group, Keep first description is selected. In the For existing account codes account options group, Keep existing descriptions is selected.
    4. Select
      Next
      .
    5. Select
      No
       when Digita asks if you want to map imported accounts.
    6. Go to Step 17. 
  17. Take the following steps if your Source Data is not in the format used by Digita.
    1. Select the cell under the
      Account Code
       heading in the Destination Fields section. 
    2. Select
      Map imported accounts to Digita accounts
      , then the ellipsis button.
      The External Account Mapping dialog shows the Source Codes and Descriptions and Digita Codes and Names.
    3. If you've a mapping file, select
      Import
       to apply it.
    4. If you don't have a mapping file, drag and drop each Source Code to the corresponding Digita Code.
      The imported Code will appear underneath the corresponding Digita Code.
      The External Account Mapping dialog. There are two vertical panes. The first contains a table with two columns: Account Code and Account Description from the source data. The second has the Digita Code and Name. Three codes from the source data have already been mapped. They are shown underneath the corresponding Digita codes. There are thre buttons across the top, Display, Import, and Export.
    5. When you've mapped all the Codes, you can select
      Export
       to save your mapping file to use for future imports.
    6. Select
      OK
      .
    7. Select
      Next
      .
  18. Review the Settings and Journal details in Step 4 of the Import Wizard. 
  19. Select
    Import
    .

This article applies to:

  • Product: Digita Accounts Production Advanced
  • Subject: Import, Trial balance

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