Importing General Ledger Data

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After a new engagement is created and a trial balance with complete chart of accounts has been imported, you can import general ledger data from one of the following:

  • Microsoft® Excel® xlsx file

  • CSV file

Excel® and CSV files are imported using the flexible Data Import Wizard

Import Procedures

Import from Microsoft® Excel® or CSV files using the Data Import Wizard

Step 1: Select file

In this step you will upload the file you wish to import from.

  1. Select the Excel (.xlsx) or Comma-separated values (.csv) file you wish to import by clicking Browse files or dragging and dropping the file. Only one file can be imported at a time.

  2. You may receive a warning that your Excel file upload failed. This may indicate that the file is protected. In this case, open the file in Excel, remove any protection, and save the file before uploading it again.

  3. If you are uploading an Excel file, select the Worksheet for import.

  4. The Data type General Ledger should be selected.

  5. Click Next to continue.

Step 2: Map

  • Select date and time format of the data file.

  • Select the first row that contains data. This should be the first row that details an account below any header rows.

  • Select View Core Fields (11 most common data fields) or View All Fields (47 data fields which is the entire set). Core is the most common use case with 11 fields with 4 being required:

    Core Fields - Mandatory

    • Amount - Yes

    • Effective Date - Yes

    • Entered by - No

    • Entry Date - No

    • GL Account Number - Yes (and must be in chart of accounts)

    • Journal Entry Line Description - No

    • Journal Entry Type - No

    • Journal ID - Yes

    • Journal Line Number - No

    • Period – No

    • Source ID - No

  • At the top of each column, select what data each column relates to from the drop-down list.

    • If there are columns in your file that you do not wish to import, you can select Do not import, or you can leave them unselected with Please select displayed.

    • Click Next to continue.

    • "Validation is in progress" will be displayed.

    • Before proceeding to the next step, checks will be performed on your data. Review any messages that are shown carefully.

Step 3: Validate

In this step, your mapped data will be validated to detect potential issues before importing it into your engagement. “Validation is in progress” will be displayed. This may take several minutes to complete the validation process.

During the validation stage, the engagement will remain unlocked. The status of any errors will be reported upon completion of the validation stage. “Data validation is successful” will be displayed if no errors are found.

  • Errors that cannot be resolved

    • Non-numbers in numeric columns

    • Non-valid dates in date columns, including text, numbers, dates that don’t exist like 30th February. This helps to check US/International date formats (21/1/25 vs 1/21/25)

    • Non-valid times in time columns

    • Non-valid date-times in date-time columns

    • Blanks in the account number column

    • Fully blank rows

    • No records found

    • More than 10 million records

    • The Engagement is locked

    • The engagement has been deleted

    • Another import is currently in progress for this engagement

    • Check for missing journal ID

    • Check for missing amount

    • Check for missing effective date

    • Field exceeds field length for date, amount, and numeric field, journal ID, account ID

    • GL account number not in the Engagement Chart of Accounts

  • Errors to be acknowledged

    • Description field exceeds field length (will truncate to fit)

    • Check for balancing debits/credits

    • Check for existing imported data for the same period (will get overwritten)

    • Blanks in other mapped fields

    • Effective dates before period start date of the Engagement

    • Effective dates after period end date of the Engagement

    • Engagement already has GL data for this period (option to replace) delete and replace existing data if accepted

Step 4: Complete

  • Click Next to continue. The user will receive a message “This may take a few minutes."

  • When this step is completed, “GL import successfully completed” will be shown and the Finish button will activate by turning blue. The user can select it to proceed.

  • The user will be redirected to the Data Analytics screen for the Engagement and the General Ledger upload table will be shown.

Note: When upgrading an existing Engagement to a Pro with Analytics license, the user must check if they have the Sync Data option in the Data tab and select it to Sync the data. The user can successfully import after the sync data process is complete.

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