Quick entry import

If you have recorded invoices and credits in another application such as Microsoft Excel, you can save time by importing the information using Quick Entry Import. The Quick Entry Import uses comma separated value (CSV) files in standard Microsoft Windows format, used to transfer information between different software applications.

The Quick Entry Import option is available only after you select a VAT scheme (or Not registered, if not using VAT) in Financial settings.

Preparing an import file

You can use an existing Excel file or create a new one to import quick entries. If you have an existing file, be sure to save it in CSV format by selecting File, Save As, and then select CSV (Comma delimited) in Excel. To ensure that your file is using the correct format, we’ve created CSV template files. You can use a template file to format an existing file or to create a new file. Click a link below to download the applicable template file.

After clicking a template link, depending on your web browser:

  • The file opens in Microsoft Excel or
  • The file automatically downloads to your local Downloads folder. You are prompted to open or save the file.

If you have already created a CSV file without using the template, you should download a template and check that your file is in the correct format. If it’s not, the import can fail. The template shows examples of what you should enter. Delete the example lines before importing your records into Accounting. Do not amend the column headings.

For an import to work correctly, the CSV file must include the customer or supplier reference from the contact record.

To learn more about each CSV file format, open the applicable section below.

Sales quick entry import format – VAT registered business

To import invoice or credit information, the CSV file must include a header row and be in the following format:

Column Field name Type Notes
A* Type Text Enter Invoice or Cr Note.
B* Customer Reference Alphanumeric text Customer account reference. No more than 10 characters.
Note: The customer contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date
D Customer name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Net Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I* VAT Rate Alphabetic text Standard, Zero Rated, Lower Rate, Exempt or No VAT
J* VAT Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
K* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
L Analysis Type 1 Alphanumeric text No more than 50 characters.This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
M Analysis Type 2 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
N Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
*compulsory field

Sales quick entry import format – Non-VAT registered business

To import invoice or credit information, the CSV file must include a header row and be in the following format:

Column Field name Type Notes
A* Type Text Enter Invoice or Cr Note.
B* Customer Reference Alphanumeric text Customer account reference. No more than 10 characters.
Note: The customer contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date
D Customer name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I Analysis Type 1 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
J Analysis Type 2 Alphanumeric text No more than 50 characters.This should be the analysis type name you entered in Settings > Analysis Types.
K Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
*compulsory field

Purchases quick entry import format – VAT registered business

To import invoice or credit information, the CSV file must include a header row and be in the following format:

Column Field name Type Notes
A* Type Text Enter Invoice or Cr Note.
B* Supplier Reference Alphanumeric text Supplier account reference. No more than 10 characters.
Note: The supplier contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date.
D Supplier Name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Net Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I* VAT Rate Alphabetic text Standard, Zero Rated, Lower Rate, Exempt or No VAT
J* VAT Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
K* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
L Analysis Type 1 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
M Analysis Type 2 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
N Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
*compulsory field

Purchases quick entry import format – Non-VAT registered business

To import invoice or credit information, the CSV file must include a header row and be in the following format:

Column Field name Type Notes
A* Type Text Enter Invoice or Cr Note
B* Supplier Reference Alphanumeric text Supplier account reference. No more than 10 characters.
Note: The supplier contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date
D Supplier Name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I Analysis Type 1 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
J Analysis Type 2 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
K Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
*compulsory field

To import your sales or purchase quick entries

  • 1. Go to Sales or Purchases and then click New Quick Entry, Import Quick Entries.

If you’ve already created a CSV file without using the template, you should download the example sales import template or purchase import template and check your file is in the correct format. If it’s not, the import can fail. If your file isn’t in the right format, before continuing, amend it so it matches the template then proceed.

  • 2. Click Choose File and then browse to your saved import file.
  • 3. Click Upload to import your entries. You must wait for the process to complete before you can use Accounting:
  • If the upload fails, a message appears advising why it’s failed. Fix your import file and then try uploading the CSV file again.
  • If the process was successful, click OK to close the Import Quick Entries window.

After importing entries

After successfully importing your entries, go to Sales (or Purchases) and then Quick Entries to view your entries. If necessary, any imported credits can be allocated to invoices.