Sage BusinessVision has a function to import General Ledger (G/L) Chart of Accounts. This article will detail the process of preparing the import file and importing using the G/L import function.
The following fields can be imported using the G/L Chart of Accounts Import function:
Division Code* = Division code. This field is only used in divisional company.
Account number* = G/L account number.
Currency*† = Currency code. This field is only used when multicurrency is turned on and the account is in foreign currency. If the account is in based currency, the field can be blank.
G/L Account Group* = G/L account group.
G/L Account Subgroup* = G/L Account Subgroup.
Name* = Account description.
Normal Balance = The account has either debit normal balance or credit normal balance.
Sales Account = This field should be Yes if the account is a sales account.
Opening Balance = The opening balance of the account.
Opening Frn Balance = The opening balance of the foreign account. This field is used only when Multi-currency is turned on.
Next Cheque Number = The next cheque number for the bank account.
Bank Account = This field should be Yes if the account is a bank account.
Revalue = This field should be Yes if you want the foreign account to be revalued.
* Required field
† Required field when Multiple Currency Manager is used.
Creating the Import File
The import file format can either be comma-separated values (CSV) or Microsoft Excel. It is recommended that you use Microsoft Excel due to its simplicity creating the import file.
Below is a sample import file created in Microsoft Excel. In this example, the company has division 000 and division 001. Multicurrency is turned on, and based currency is Canadian. The first row is the heading. The name for each heading can be anything you wish to give it.
Performing the Import
1. Click File.
2. Choose Import.
3. Click G/L Import to load the Import Wizard.
4. Select Chart of accounts as the Import module.
5. Enter a description for the import in the field under Import project name and then click Next to continue.
6. Select Microsoft Excel and specify the location of the import file created earlier in Microsoft Excel. Click Next to continue.
7. The next screen will display the fields in the Excel import file and the GL transaction fields in BusinessVision. The fields can now be mapped to each other.
8. To map a field, click a field name under Import File Field Name, then click the corresponding field name under BusinessVision Field Name and then click Map button.
Example: To map the Division, click Division field on the left, click Division Code on the right and then click Map button. Once a field is mapped, it will move to the bottom portion of the screen. All fields that have Required Field under Field Property must be mapped. All other fields are optional.
Once all required fields are mapped, the import definition can be saved for future use. To save the import, click Save project button.
9. Click Import button to begin the import process. The import will go through a series of validations before the actual import occurs. If there are errors during the validation, the following message will be returned:
Click OK, and then click View log button to view the details of the error. Correct the errors in the import file and run the import again.
If the validation does not find any errors, the import will complete successfully and the following message will be returned:
10. To see the imported G/L accounts, browse the chart of accounts
Frequently Asked Questions
Q: In my import file, I specify a GL account in division 001. Will the import automatically create new account in division 000?
A: Yes, the account will be created in division 000 automatically. However, the opening balance is not imported into division 000. Therefore, it is recommended to specify the account with correct opening balance in both division 000 and division 001.
Q: Can I import an allocation account?
A: Importing an allocation account is not permitted.
Q: Can I use import function to update the opening balance of an existing G/L account?
A: No. G/L Import function can only import new G/L accounts, and not update an existing account.
Q: What is the option Skip first record?
A: This option is only available when using CSV format. If you format your CSV file with the first row being the header record, then select this option, otherwise, leave this option unchecked.