Importing trial balance data

Alerts and notices

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

Before you begin, make sure the trial balance data you plan to import is on the first sheet of the workbook, that the file is saved as an .XLSX or .CSV file type, and that the file is closed.

  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 Import button button in the ribbon.

    Note: Because consolidated engagements derive their trial balances from their subsidiaries, the Import button is not available for consolidated engagements.

  3. Click the Import File field, navigate to and select the trial balance spreadsheet, and click Open.
  4. Select 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, you will be prompted to choose between renumbering the duplicate account number or excluding the duplicate account number from the imported file.
  5. (Optional) Mark the Exclude accounts with zero balances checkbox to exclude accounts with zero balances from the import.
  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 The application will not import any data from this column.
    Account Number n/a This is a required column. Account numbers can contain up to 65 characters.
    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 descriptions can contain up to 120 characters, including spaces.
    Account Grouping Account grouping code or Account grouping subcode The application adds new custom codes and subcodes to the Account Groupings screen.

    The selected engagement must include at least one account grouping for this column to be visible. If you do not see the Account Grouping column for the current engagement, you must add or import account groupings to the engagement.

    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. You can assign property code units 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 those rows.

  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 for that row. You can either fix the error by correcting in the cell, or select to exclude the rows that contain 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 be imported. 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.

    Example

    Existing Trial Balance Spreadsheet End Result Trial Balance
    Account Balance Account Balance Account Balance
    101 10,000 102 14,000 101 10,000
    102 20,000 103 5,000 102 14,000
    103 5000
  • You can access all other areas of AdvanceFlow during the import process.

Sample spreadsheet

The following sample spreadsheet is available for you to download and review. You can modify the formatting, columns, and data to fit your needs.

Click the link below to open the spreadsheet file, and then save the file to a location that will be easy to find, such as your Desktop.

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