Accounts

Import trial balance data in an Excel or CSV file to Accounts Production Advanced

Follow the steps in the Import Wizard to import data from an Excel or CSV file. You may need to map columns and add a comparative period if needed. You can also use these steps to import trial balance data you've exported from Xero.
  1. tip
    • You can follow the steps described in this article in our Import a Trial Balance video.
    • If you want to export a trial balance from Xero as an Excel file ready to import to Digita, take the following steps:
      1. Open the client in Xero.
      2. Go to
        Accounting
        , then
        Trial Balance
         to open the Trial Balance Report.
      3. Select
        Export
        , then
        Excel
        .
      4. Open the exported trial balance in Excel.
      5. Delete the Total row and save your amended Excel file.
  2. Make sure that the Excel worksheet or CSV file you want to import has the following columns.
    Example
    • Column 1: Nominal code number.
    • Column 2: Nominal code description.
    • Column 3: Debit/Credit.
    note
    If Column 3 combines debits and credits, enter debits as positive numbers and credits as negatives. Alternatively, you can make Column 3 Debit and Column 4 Credit.
  3. Open the client in Accounts Production Advanced.
  4. Select the
    Import/Account Assignment
     tab.
  5. Under the Transactional Import heading, select
    Import Wizard
    .
  6. Use
    Default entity settings
     unless you've created your own
    Stored entity settings
     during a previous import.
  7. Select
    Browse
     to find the Excel of CSV file, then select
    Open
    .
  8. Select
    Next
    .
  9. Mark the checkbox for each row that's blank, that includes headings, or has totals to exclude them.
    Digita Accounts Production Advanced Import Wizard. Step 2 of 4 is shown. The table of data being imported includes a header row and an empty row. The checklist for each of these rows is marked ready to exclude them from the import.
  10. Review the data to check the content and format are correct, then select
    Next
    .
  11. Drag and drop each column heading from the Source Data section to the corresponding column in the Destination Fields.
    The Import Wizard. Two tables show Source Data at the top, Destination Fields below. Source Data columns A and B are mapped to the Account Code and Account Description fields. Columns C and D are separate credit and debit columns for the current year in the source and mapped to Value 1. Columns E and F are separate credit and debit columns for a comparative period, which are mapped to Value 2. The Add Field button next to Destination Fields is highlighted to show it has been used to create the Value 2 column.
    note
    If you've separate Credit and Debit columns in your file, drag one, then the other to the same Destination Fields column to combine them. Digita will show combined columns separated by a colon (for example,
    C:D
    ).
  12. Take the following steps if you want to import another accounting period as a comparative period.
    1. Select
      Add Field
      , then
      Value 2
       to create a new column in the Destination Fields section.
    2. Drag and drop the column heading for the comparative period from Source Data to
      Value 2
       Destination Field.
  13. Take the following steps if you have comparative data in the
    Value 2
     column of the Destination Fields section.
    1. Select the
      Value 2
       heading.
    2. Clear the
      Year to date
       checkbox.
    3. Select the
      Comparative period
       checkbox.
    note
    Year to date
     is the default.
  14. If your Excel or CSV file has 2 separate Credit and Debit columns, then you'll need to take the following steps.
    1. Select the cell in
      Value 1
       where you dragged and dropped the columns from your Source Data.
    2. In the
      Convert to negative/credit
       section, select the column that contains the Credit.
    3. Repeat these steps for the
      Value 2
       column, if you have comparative data. 
  15. Take the following steps to set the Balancing account.
    1. In the Destination Fields section, select the
      Value 1
       column header.
    2. Select the
      Balancing account
       ellipsis button.
    3. Choose a Balancing account, then select
      OK
      .
    4. Repeat these steps for a
      Value 2
       column, if you have one.
  16. Take the following steps if the codes in your Source Data are in the same format used by Digita (for example, 000.00).
    note
    In your import file, you'll need to set the Account Code format to
    Text
     to match the Digita format.
    1. Select the
      Account Code
       heading in the Destination Fields section.
    2. Select
      Use imported accounts
      .
      important
      If the Descriptions in your Excel or CSV file don't match the Descriptions in Digita, Digta will replace its Descriptions with yours. You may not want this.
    3. If you don't want to replace Digita Descriptions, select the cell under
      Description
      , then select
      Keep first description
       and
      Keep existing description
      .
      The Import Wizard. In the Destination Fields section, the cell under Account Description is selected. In the Duplicate accounts option group, Keep first description is selected. In the For existing account codes account options group, Keep existing descriptions is selected.
    4. Select
      Next
      .
      note
      Digta will warn you that
      'the period already contains account codes and the Use imported accounts option is currently selected'
      .
    5. Select
      No
       when Digita asks if you want to map imported accounts.
    6. Go to Step 17. 
  17. Take the following steps if your Source Data is not in the format used by Digita.
    1. Select the cell under the
      Account Code
       heading in the Destination Fields section. 
    2. Select
      Map imported accounts to Digita accounts
      , then the ellipsis button.
      The External Account Mapping dialog shows the Source Codes and Descriptions and Digita Codes and Names.
    3. If you've a mapping file, select
      Import
       to apply it.
      note
      You can download and use our mapping file for Xero if you're importing an Excel file that contains trial balance data exported from Xero. This file contains a generic mapping. If you've customised Xero, our mapping file may only work partially or not at all. In this case, you'll need to follow the steps to manually map the imported file.
    4. If you don't have a mapping file, drag and drop each Source Code to the corresponding Digita Code.
      The imported Code will appear underneath the corresponding Digita Code.
      The External Account Mapping dialog. There are two vertical panes. The first contains a table with two columns: Account Code and Account Description from the source data. The second has the Digita Code and Name. Three codes from the source data have already been mapped. They are shown underneath the corresponding Digita codes. There are thre buttons across the top, Display, Import, and Export.
    5. When you've mapped all the Codes, you can select
      Export
       to save your mapping file to use for future imports.
    6. Select
      OK
      .
    7. Select
      Next
      .
  18. Review the Settings and Journal details in Step 4 of the Import Wizard. 
    note
    • Update Default Entity Settings
      : Digita will save the mappings for future imports. It doesn't retain the nominal code assignments.
    • Save As
      : Use this option to save bespoke import settings for the client.
    • Don’t Save
      : Digita won't retain any of the amendments.
    • Classification
      : You can change the journal classification. The default is
      Original Trial Balance
      .
  19. Select
    Import
    .

This article applies to:

  • PRODUCT: Digita Accounts Production Advanced
  • Subject: Import,Trial balance,Integration

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