Accounts

Map imported trial balance account information

When importing accounts, you use mapping to choose which account codes being imported correspond to which account codes in Onvio.
Once you have created a new mapping of accounts, you can save it and apply to other imports.

Before you start

  1. You will need to have added an accounts project to your client, opened the project, and selected an import option from the Trial Balance tab.
  2. You will need to have completed the first two steps of the import wizard (Select File, and Define Data).
    note
    The
    Map account
     switch in the Define Data step of the import wizard is permanently switched on.

Step three: Mapping Options

Steps one and two of the import wizard are described in the Import and export trial balance account information article.
  1. Select one of the following options to map accounts.
    • Create new mapping for accounts
      . This option is selected by default if no saved mapping exists.
    • Use existing mapping for accounts
      , then select an existing mapping from the drop-down list. This option is disabled until a mapping has been saved.
  2. Select
    Next
    .

Step four: Map Accounts

Two grids are displayed. One shows the account details from the spreadsheet, the other is for the corresponding account codes and descriptions in Onvio.
  1. Check that any accounts chosen by the auto-mapping process in the Onvio grid are correct.
  2. If an account has been wrongly mapped or not auto-mapped, choose the correct account from the
    Map account
     drop-down list in the Onvio grid.
  3. If you've created a new mapping you'll need to choose an option for saving this new mapping.
  4. You need to assign any out of balance accounts to a balancing account to finish the import. The suspense account is selected by default, but you can change this.
  5. Select
    Finish Import
    .
note
  • Onvio tries to auto-map accounts by looking for account numbers and account descriptions in the imported file that match those in Onvio.
  • If you did not define an account description column in the Define Data step, or an account description cell is empty, then Onvio will try to auto-map by using only the account number.
  • If you did not define an account number column in your spreadsheet, then Onvio will not be able to auto-map any accounts.
  • If an account number cell is empty, then Onvio will not be able to auto-map that account.
  • The comparisons that Onvio makes when auto-mapping accounts are not case sensitive.
  • If you chose an existing mapping, this will take priority over auto-mapping.
  • You can manually change any auto-mapped account by using the Map account drop-down list.
  • Multiple accounts from the spreadsheet can be mapped to the same Onvio account.
  • When you manually map a transaction account to an Onvio account, Onvio will copy your mapping to other transactions with the same account number that have yet to be mapped. If you’ve not defined an account number column, then Onvio will copy your manual mapping to other transactions with the same transaction description that have yet to be mapped.

This article applies to:

  • Product: Onvio
  • Audiences: Staff