We moved!
Help articles have been migrated to the new Help and Support. You can find help for your products and accounts, discover FAQs, explore training, and contact us!
Use the Spreadsheet Import wizard to import vendor data (including beginning accounts payable balances, if applicable) from a spreadsheet file using .XLS or .XLSX file format. You can use this method to add new vendor records to a client record or to update existing vendor records.
Note: If you map a spreadsheet row to an existing Accounting CS vendor record, the application replaces most of the existing Accounting CS values with the spreadsheet value. However, the application will not replace several types of data. Instead it appends the spreadsheet data to the existing vendor record.
Special information
- If you are importing direct deposit information, you must first set up bank information in Accounting CS before you begin the import.
- If you are importing vendor payment terms information, you may want to first set up payment terms in Accounting CS before you begin the import. Otherwise you can add them on the fly during 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
- Choose File > Import > Spreadsheet.
- In the Source Data screen, select the appropriate client from the Client name field.
- Select Vendors from the drop-down list in the Data type field.
- 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.
- Select the worksheet within the spreadsheet file to import.
- 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.
- Click Next.
Mapping spreadsheet columns
Use this screen to map the spreadsheet columns to specific data fields in Accounting CS.
- 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.
- 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.
- 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 field above the grid.
Note: To import vendor GL account distributions to the Setup > Vendors > Distributions tab, you must map columns for at least the following items.
- ID
- Vendor Name
- State
- Distribution General Ledger Account
- After you have mapped all applicable columns, click Next.
- 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. In each Data Mapping screen, map the spreadsheet items to specific data in the application. The Data Mapping screens may include the following fields and buttons.
Data mapping screens
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.
Was this article helpful?
Thank you for the feedback!