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Import trial balance data from a spreadsheet
You can import trial balance data from a spreadsheet into Engagement Manager. If you are working in a parent consolidated engagement, you can import balances for multiple child engagements at the same time using a single spreadsheet.
Follow these steps to import trial balance data from a spreadsheet into Engagement Manager.
- In Engagement Manager, open the engagement you want to import the trial balance data into.
- Select theTrial Balancetab, thenData, thenImport.
- SelectBrowse for file, select the spreadsheet file with the trial balance data you want to import, thenOpen, andNext.noteIf you are working in a parent consolidated engagement, organize your spreadsheet so that each child engagement's balances appear in a separate column. Engagement Manager will apply the account numbers, descriptions, and any account groupings or classification codes consistently across all child engagements included in the import. You can map balances for up to 20 engagements in a single spreadsheet.
- Use theSelect worksheetdropdown to select the worksheet that includes the data.
- Choose how you want to handle duplicate accounts from the following options:
- Display as errors: If duplicate account numbers exist, you'll be prompted to choose between renumbering the duplicate account number or excluding the duplicate account number from the imported file.
- 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.
- Mark theExclude accounts with zero balancescheckbox if you don't want to include zero balance accounts in the import.
- SelectNext.
- Define data in each column of the trial balance.
- Map each spreadsheet column by specifying the column title (Type) for each column in the table.
- Select a column heading in the table, then choose the applicable title from the dropdown. If you are working in a parent consolidated engagement, select the child engagement you want to map each balance column to. Parent consolidated engagements do not appear in the dropdown. Available column titles include:Available columns for mappingColumn titleAdditional selectionsNotesNot Usedn/aEngagement Manager won't import any data from this column.Account Numbern/aThis is a required column. Account numbers can contain up to 65 characters.Account Descriptionn/aThis is a required column. If the account description for an existing account differs from the description in the spreadsheet, Engagement Manager updates the description using the information in the spreadsheet during the import. Account descriptions can contain up to 120 characters, including spaces.Account GroupingAccount grouping code or subcodeEngagement Manager 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 don't see the Account Grouping column for the current engagement, you must add or import account groupings to the engagement.Tax InformationTax Code, Tax Subcode, M-3 Tax Code, M-3 Tax Subcode or Property CodeEngagement Manager 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.When transferring data to a tax application, a property code can designate the input screen location for multiple-unit entities.For example, if you're transferring utilities expenses for a farm to the UltraTax CS Farm input screen and the tax code for the first unit's utilities is 632 and the property code is 1, you'd transfer the second unit's utilities with a tax code of 632 and a property code of 2.Unadjusted BalanceCurrent Period only and Amount Type (DR/CR, DR, CR)N/ABudget Balance and Adjusted Budget BalancePeriod end date or Year for the current year and prior years available and Amount Type (DR/CR, DR, CR)N/AAdjusted Balance, Report Balance, Federal Tax Balance, State Tax Balance, Other Balance, and Proposed BalancePrior period and years available and Amount Type (DR/CR, DR, CR)N/A
- Select theOmitcheckboxes for any rows of data that you don't want to include in the import.
- SelectDone.
note
When you import data into a parent consolidated engagement, Engagement Manager automatically consolidates the data as part of the import. You don't need to run a separate data consolidation for each child engagement after the import completes.
If you're importing data into a trial balance that already exists, Engagement Manager updates and appends the existing data during the import process.
Example:
Existing trial balance
- Account 101 - 10,000
- Account 102 - 20,000
Import spreadsheet
- Account 102 - 14,000
- Account 103 - 5,000
End result
- Account 101 - 10,000
- Account 102 - 14,000
- Account 103 - 5,000
Sample spreadsheet
Download and save this sample trial balance spreadsheet. It includes Account Classification codes, subcodes, current-year unadjusted balance, and prior-year adjusted balance. You can modify the formatting, columns, and data to fit your needs.