Spreadsheet import - AP transactions

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Use the Spreadsheet Import wizard to import accounts payable transaction data, including payment terms, AP accounts, distributions, vendor information, and more from a spreadsheet file using .XLS or .XLSX file format. The application saves these transactions as live payables, credit memos, and payments that will be available to pay or apply in the Actions > Manage Payments screen.

Special information

If you are importing AP check and/or AP payment transactions, you must set up at least one active bank account for the client before you begin the import.

Be sure that the spreadsheet is closed and remains closed during the import process.

Be sure that the spreadsheet is not password protected.

Selecting the source file

  1. Choose File > Import > Spreadsheet.
  2. In the Source Data screen, select the appropriate client from the Client name field.
  3. Select Accounts Payable Transactions from the drop-down list in the Data type field.
  4. In the Import File section, enter the path and filename of the spreadsheet file to import, or click the Browse button to navigate to the file.
  5. Select the worksheet within the spreadsheet file to import. 
  6. To have the spreadsheet import wizard skip all data-mapping screens for the additional data types, mark the Skip data mapping screens checkbox. The application will skip all data-mapping screens unless it requires input from you.
  7. Click Next.

Mapping spreadsheet columns

Use this screen to map the spreadsheet columns to specific data fields in Accounting CS.

  1. If you saved mapping information from a prior import as a mapping template, that template will be included in the drop-down list in the Template field. If applicable, select the appropriate template.
  2. If the spreadsheet includes column headings or other rows of data that should not be imported, mark the checkbox in the Omit row column for that row. The application will not validate or import data in that row.
  3. For each column, click the column heading in the grid, and then select the applicable mapping item from the drop-down list in the Column <x> field above the grid.
    Mapping item Required?
    Transaction Type Yes
    Bank Account Yes, for AP checks and AP payments
    Journal --
    Reference Yes, for AP checks and AP payments
    Date --
    Due Date --
    Vendor ID --
    Vendor Name Yes
    Payment Term --
    PO Number --
    Total Amount At least one type of amount (Total, Distribution, or Debit Distribution and Credit Distribution) must be mapped.
    Accounts Payable General Ledger Account Yes, for Payables and Credit memos
    Distribution General Ledger Account --
    Distribution Description --
    Debit Distribution Amount At least one type of amount (Total, Distribution, or Debit Distribution and Credit Distribution) must be mapped.
    Credit Distribution Amount At least one type of amount (Total, Distribution, or Debit Distribution and Credit Distribution) must be mapped.
    Distribution Amount At least one type of amount (Total, Distribution, or Debit Distribution and Credit Distribution) must be mapped.
    1099 Form/Box --
    Memo --
    Status --
  4. After you have mapped all applicable columns, click Next.
  5. The application validates the spreadsheet data. If any issues are found, the invalid items are highlighted. If necessary, correct the data and then click Next.

Mapping additional data types

Depending on the columns you mapped in the Column Mappings screen, the application may display the following Data Mapping screens, where you can select the Accounting CS data to correspond with the spreadsheet data. The Data Mapping screens may include the following fields and buttons.

Clear Mapping button

Click this button to clear any changes made in the current Data Mapping screen.

Show all mappings

Mark this checkbox to display all mapped and non-mapped items in the grid. If you clear this checkbox, the grid displays only those items that are un-mapped and need attention.

Reset default to

If the application encounters a blank field in the spreadsheet, and that blank field is mapped to a required field, the application enters Add as is in that field by default. To change the default information to Do not import or to a blank field for any of these fields that you have not changed, select the desired default value from this field.

Data mapping screens

Bank Accounts

For each row in the grid, select the appropriate Accounting CS bank account. The drop-down list includes the bank accounts that were set up for the client in the Setup > Bank Accounts screen. To import the AP transactions for this bank account as cleared (for bank account reconciliation purposes), mark the checkbox in the Cleared column.

Chart of Accounts

For each row in the grid, select the corresponding Accounting CS GL account number. The drop-down list includes all accounts that were set up in the Setup > Chart of Accounts screen. If a corresponding account is not listed, select Add as is and then enter a valid account number and class code to add the account, or select Do not import to skip the import of data for that account.

Vendors

For each row in the grid, select the corresponding Accounting CS vendor. The drop-down list includes all vendors that were set up in the Setup > Vendors screen. If the vendor is not listed, you can add the vendor by selecting Add as is.

1099

For each row in the grid, select the corresponding 1099 item. The drop-down list includes all supported 1099 forms.

Payment Terms

For each row in the grid, select the corresponding Accounting CS payment term. The drop-down list includes all payment terms that were set up in the Setup > Firm Information > Payment Terms screen. If a corresponding payment term is not listed, select Add as is and then enter a payment term ID and due date type to add the payment term, or select Do not import to skip the import of data for that payment term.

Reviewing import diagnostics

The Data Analysis screen displays a list of the information that will be imported from the spreadsheet and the analysis results for the data. If necessary, you can click the Back button to make changes to any of the mapping and options screens. To view a diagnostic report for any of the items listed, mark the checkbox next to that item, and then click the Preview Selected or Print Selected button.

When you are satisfied with the data that will be imported, click the Finish button.

The Import Complete screen displays a summary of the information that was imported from the spreadsheet. Review the information. You can click the Print button to display a simple report of the import results, or you can click the Close button to close the Spreadsheet Import wizard.

Sample spreadsheet file

The following sample spreadsheet file is available for you to download and review. The sample spreadsheet is set up with commonly used columns and sample data. You can modify the formatting, column, and data to fit your needs.

Note: If you import the sample data into a live client record, please remember to delete the imported data when you are finished.

Open the spreadsheet file, and then save the file to the location specified in the Spreadsheet field in the Import Data tab of the Setup > File Locations dialog.

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