TASBooks - Quick Journal Import

You can import certain transaction types into TASBooks, for example, to bring entries created in another system into your software. To import transactions, you need a csv file with the entries in the required format, containing the information needed to create the entries.


The following sections contain information about what transactions you can import into TASBooks.

What transactions can be imported

Note: You can't import sales orders or purchase orders into TASBooks.

You can import the following quick journal transactions into TASBooks:

  • Customer invoices and debit journals.
  • Customer credit notes and credit journals.
  • Customer receipts.
  • Note: You can't allocate imported customer receipts against outstanding invoices on your customers' accounts. Once you import your receipts, you must allocate them manually from Sales > Receipts > Enter / Allocate Sales Ledger Receipts (option 251).

  • Supplier invoices and credit journals.
  • Supplier credit notes and debit journals.
  • Supplier payments.
  • Note: You can't allocate imported supplier payments against outstanding invoices on your suppliers' accounts. Once you import your payments, you must allocate them manually from Purchase > Payments on Account > Enter / Allocate Purchase Ledger Payments (option 351).

  • Cash receipts and sales.
  • Cash payments and purchases.
  • Bank transfers.

Note: You can also import nominal journals, consisting of multiple lines making up each journal entry, or files exported from our legacy DOS product.

Before you import transactions

Before you start import transactions into TASBooks, you must:

  • Check that each of the records used in your transactions already exists. For example, if you're importing customer invoices, the customer account, and the nominal accounts used in each journal must already exist in TASBooks. If you're importing bank receipts or payments, the relevant bank account records must already exist, as must the nominal accounts used. If required, you can import records such as your customers, suppliers, and nominal accounts first.
  • Take a backup of your data.
  • Have a CSV file that contains the transactions you want to import.

What your quick journal import CSV file should contain

Your Quick Journal CSV file should contain a header row, with 15 column headings. The information each column of your CSV file contains depends on the type of transaction you want to import.

To import any of the transactions listed below, you must enter the following information:

Customer invoices/debit journals

Customer credit notes / credit journals

Customer receipts

Supplier invoices / credit journals

Supplier credit notes / debit journals

Supplier payments

Cash receipts / sales

Cash payments / purchases

Bank transfers

What information your nominal journal import file should contain

Your nominal journal CSV file should contain a header row, with 10 column headings. Each line of a journal should have the same transaction ID (TrxID) and the Ledger entered as NL. Each journal must balance, ie, the 'pluses' and 'minuses' entered for each journal must come to zero.

Required or optional Contents Format
TrxID Required The transaction number to be used for this entry. Each line of a single journal must have the same TrxID Numeric
Ledger Required To indicate the journals will be posted to the Nominal Ledger, enter NL. Alpha
TrxType Required To indicate the transaction type of journal, enter J. Alpha
TrxDate Required This field must contain the journal date. DD/MM/YYY
Ref Required Enter the journal reference. Alpha numeric
Desc Optional Enter a description for this journal, for example, Opening Balance. Alpha numeric
NLAcct Required

Enter the nominal account for this journal line.

You can only enter one nominal account per journal line.

Numeric
NLDept Required Enter the nominal department.

If you don't use departments, enter 100.

Numeric
DRAmt As applicable

Enter the value to be debited from this account.

You only complete the DRAmt or the CRAmt for each line of the journal

Numeric
CRAmt As applicable

Enter the value to be credited from this account.

You only complete the DRAmt or the CRAmt for each line of the journal

Numeric

Specifying VAT rates on your import file

When importing transactions, use the appropriate entry below for the VATRateID field, depending on the transaction type and VAT rate applied:

{blank} - Some transaction types don't require a VAT rate. For more information, please refer to the section - What your quick journal import CSV file should contain.

Number between 1 and 40 - If you know the number of the VAT rate you want to use, enter it on the CSV file.

S - Will use the Default Standard Rate

Z - Will use the Default Zero Rate

X - Will use the Default Exempt Rate

E - Will use the Default Exempt Rate

O - Will use the Default Outside Scope Rate

M - must be followed by one or more MV,V lines.

Importing transactions with multiple vat rates

When you complete a standard quick journal CSV file to import transaction, each transaction might have a single VATRateID, for example 1, for VAT rate 1.

In some instances, you might want to import transactions with multiple VAT rates. If you need to do this, you must:

  • Enter the VATRateID as M.
  • Using the same TrxID as the main transaction line, enter each multiple VAT rate with it's value. Each VAT line should have the Ledger entry of MV and the TrxType of V.

In the following example, an invoice of £300 net is being imported. Three VAT rates, rate 1, rate 3 and rate 5 apply to this transaction, and the total VAT amount on the invoices is £20.00:

TrxID Ledger TrxType TrxDate Code Ref Desc Project NLAcct NLDept VATRateID NetAmt VATAmt BankAcct1 BankAcct2
45 SL I 31/10/2011 100 123 Invoice   3200 100 M 300.00 20.00    
45 MV V 31/10/2011 100 123 Invoice   3200 100 1 100.00 20.00    
45 MV V 31/10/2011 100 123 Invoice   3200 100 3 100.00 0.00    
45 MV V 31/10/2011 100 123 Invoice   3200 100 5 100.00 0.00    

The following steps contain everything you need to import transactions into your TASBooks company.

To import transactions into TASBooks

  1. From the TASBooks Company Manager, select the company you want to import transactions into.
  2. Company > Import Transactions.
  3. Depending on the type of file you want to import, choose one of the following options:

    • TAS Quick Journal Style CSV.
    • TAS Quick Journal Style CSV.
    • TAS Legacy DOS Import File.

  4. To select the file you want to import > Browse > browse to and select the import file > Open.
  5. To proceed > Next.
  6. Note: If there's any problems found with the import file, the errors appear on screen. You should correct the errors indicated and then retry the import. To retry the import > Retry, or to close the Import Assistant to try again at a later time > Close.

  7. Enter a supervisor user code and password for this company > Next.
  8. Note: Before you proceed any further, we recommend that you take a backup of your company data if you haven't already.

  9. To begin importing your transactions > Import.
  10. When the import is complete, the Transaction Import Assistant confirms the number of transactions successfully imported.

    If the import fails, you're advised of the point at which the failure occurred. This may result in only some of the transactions being imported. In this situation, you can choose to restore the backup you took before you began the import and complete the procedure again, or edit your import file, to ensure only the un-imported transactions are included.

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