Importing trial balance data

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To import trial balance data from a spreadsheet file, follow these steps.

  1. In the navigation pane, select the engagement to which you will import the trial balance data.
  2. Click the Trial Balance tab and then click the Import button in the ribbon.
  3. Click the Import File field, navigate to the trial balance spreadsheet, and click Open.
  4. Choose the appropriate Duplicate Accounts option.
    • Import first account: If duplicate account numbers exist, the first account is imported.
    • Import last account: If duplicate account numbers exist, the last account is imported.
    • Display as errors: If duplicate account numbers exist, a validation message provides the option to renumber the duplicate account number or to exclude the duplicate account number from the imported file.
  5. Optional: Mark the Exclude accounts with zero balances checkbox to exclude accounts with zero balances.
  6. Click Next.

Mapping spreadsheet columns

In the Column Mappings screen, the grid displays data from the spreadsheet. Follow these steps to map the spreadsheet columns to specific data fields in AdvanceFlow.

  1. Map each spreadsheet column by specifying the column title (Type) for each column in the grid. 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. Column titles available.
    Column title Additional selections Notes
    Not Used n/a This application will not import any data from this column.
    Account Number n/a This is a required column.
    Account Description n/a This is a required column. If the account description for an existing account is different from the description in the spreadsheet, the application updates the description using the information in the spreadsheet during the import.
    Account Grouping Account grouping code or Account grouping subcode The application adds new custom codes and subcodes to the Account Groupings screen.
    Tax Information Tax Code, Tax Subcode, M-3 Tax Code, M-3 Tax Subcode or Property Code The application adds new custom tax subcodes and M-3 subcodes to the client Tax Code setup. Property code units can be assigned to a column only if the tax code is already assigned to an existing column.
    Unadjusted Balance Current Period only and Amount Type (DR/CR, DR, CR)
    Budget Balance and Adjusted Budget Balance Period end date or Year for the current year and prior years available and Amount Type (DR/CR, DR,CR)
    Adjusted Balance, Report Balance, Federal Tax Balance, State Tax Balance, Other Balance, Other1 Balance, Other2 Balance, Other 3 Balance and Proposed Balance Prior period and years available and Amount Type (DR/CR, DR, CR)
  2. After you have mapped each applicable column, click Next.

    Note: To exclude a row of data from the import, indicate the number of rows in the Exclude the first and Exclude the last fields. The application will not validate or import data in that row.

  3. The Validation Errors screen displays errors that were found in the applicable rows. Move the cursor over the exclamation point to see the error contained in that row. You can either fix the error by correcting in the cell or select the exclude rows containing an error to continue with the import. Click Next.
  4. The Data to Import screen displays the rows that will be imported. Any rows containing a warning are highlighted in red. Move the cursor over the exclamation point to see the warning contained in that row. You can either manually fix the warning or continue with the import and allow the application to the correct the data for you. Click Next.
  5. The Summary screen displays a summary of the number of rows excluded from the import and the number of rows that will import. If necessary, you can click the Back button and make changes to the column mapping, and import options, and then re-import the data.
  6. If you are satisfied with the imported data, click OK to begin the import process.

Notes

  • If a trial balance for which you are importing data already exists in AdvanceFlow, AdvanceFlow updates and appends the existing data during the import process.
  • You can access all other areas of AdvanceFlow during the import process.

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