Import Journal Entries

Using the process described below, you can import journal entries using the General Ledger module. This is achieved using a spreadsheet containing the journal entry data in a specific format.

When creating a spreadsheet for importing journal entries, the following rules apply:

  • The spreadsheet must have four columns:
    • Description
    • Debit
    • Credit
    • Acct
  • The column names must be entered exactly. Do not change the headings in any way.
  • These column descriptions must be placed on line 1 of the spreadsheet.
  • Data must begin on line 2 of the spreadsheet.
  • The file name of the spreadsheet cannot have any spaces in it.
 

AIM Accounting stops the import process when it detects a blank line in the spreadsheet. Any additional columns or fields outside of those proscribed here are ignored.

Click here to download a sample spreadsheet.

  1. In the General Ledger module, create a new journal entry batch, as described in Enter/Edit Batch.
  2. Click the Import tab.
  3. Next to the File field, click to select the location of the spreadsheet file.
  4. Select the spreadsheet and then click Open.
  5. Click in the Import Process field and then select the appropriate program (Excel) that supports the spreadsheet.
  6. Click Upload File.

  1. In the Information dialog box generated by the import, click OK.
  2. Click the Accounts tab to view the entries.
  3. In the Total field, enter the total debit/credit amount and make any desired modifications.
  4. Click Print Journal to print the journal. If you have imported an invalid account number it will appear on the journal.

  1. Post the batch.