| | Import your chart of accounts |
| Description | You can only import your categories once and you must do this before you create any transactions, such as invoices or expenses, or any records, such as customers or suppliers. Use this when you already have a set of categories that you want to use, rather than the default categories we create for you. |
| Resolution | How it works To import your categories, you must: - Have a new Accounting Start business with no transactions or records
- Save your categories in a spreadsheet as a comma separated value (CSV) format
- Use the template file we provide to make sure your file has the correct column headings and cell formats
Categories can also be known as nominal ledger accounts or codes or your chart of accounts. The categories imported from the CSV file will replace all the standard categories created in Accounting Start by default. Make sure you import all the categories you require. Additional individual categories can be created manually later, but you can't import them again. The information in your CSV file must be in the correct format and the file must have the correct headings. When preparing your spreadsheet, use the table below to ensure that your file format is correct. Remember that the header row in your CSV file must use the same headings as shown below. | Column | Column Heading | Notes | | A | NOMINAL CODE | Can contain up to 8 numbers and each code must be unique. | | B | LEDGER NAME | Max length 200 characters. | | C | CONTROL ACCOUNT | If populated must contain a valid control account name, these categories can be updated with different numbers/names but should not be removed.  TIP: If you select the control accounts of either BANK_CURRENT or BANK_CASH with the category as BANK you will create a bank account found in the Banking section.
| | D | CATEGORY | Use one of the following categories:
- SALES
- OTHER_INCOME
- DIRECT_EXPENSES
- OVERHEADS
- DEPRECIATION
- CURRENT_ASSETS
- FIXED_ASSETS
- BANK
- CURRENT_LIABILITY
- FUTURE_LIABILITY
- EQUITY
| | E | TAX RATE | Use one of the following tax rates: - Standard
- Lower
- Zero
- Exempt
- No VAT
| These are special categories that we use by default for certain transactions. For example, when you create a sales invoice, we automatically update the categories for Trade Debtors and VAT. You must include all the control accounts in your list of categories. The control accounts are indicated by special text in the CONTROL ACCOUNT column, for example, 2100 Trade Creditors TRADE_CREDITORS. 
There are three ways you can do this: -
Let us create them for you using a default Category Code and Name. Just leave the control accounts out of your import file, and we'll create the categories for you, using the codes and names shown below. -
Use your own control accounts. Make sure you add the required text in the Control Account column to show which of your categories should be used as control accounts. -
A mixture of the above. Add the required text in the Control Account column to show which of your categories should be used as control accounts and leave out any that you don't currently use. As long as the nominal codes are not duplicated, we'll create the remaining control accounts. If you do have an equivalent to a control account but you use a different code or Category name, just change these in your file, but make sure you add the appropriate text in the control account column. For example, you use 2000 Creditors Control, instead of 2100 Trade Creditors. | Default nominal code | Default ledger name | Required Control Account text | | 1100 | Trade Debtors | TRADE_DEBTORS | | 2100 | Trade Creditors | TRADE_CREDITORS | | 2200 | VAT on sales | TAX_ON_SALES | | 2201 | VAT on purchases | TAX_ON_PURCHASES | | 2202 | VAT liability | TAX_LIABILITY | | 2203 | VAT allocations and adjustments | TAX_ALLOCATIONS_AND_ADJUSTMENTS | | 2204 | VAT on sales holdings | TAX_ON_SALES_HOLDING | | 2205 | VAT on purchases holdings | TAX_ON_PURCHASES_HOLDING | | 2210 | PAYE to pay to HMRC | PAYE | | 2220 | NIC to pay to HMRC | NI | | 2230 | Student Loan | STUDENT_LOAN | | 2240 | Attachments | ATTACHMENTS | | 2250 | Net Wages | NET_WAGES | | 2260 | Pension | PENSION | | 3100 | Profit and Loss Account | PROFIT_AND_LOSS | | 7000 | Employee Wages and Salaries | EMPLOYEE_COSTS | | 7015 | Statutory Parental Bereavement Pay | STATUTORY_PARENTAL_BEREAVEMENT_PAY | | 7020 | Employers NI | EMPLOYERS_NIC | | 7030 | Employer's Pension | EMPLOYERS_PENSION | | 7050 | Other Deductions | OTHER_DEDUCTIONS | | 7060 | Statutory Sick Pay | STATUTORY_SICK_PAY | | 7070 | Statutory Maternity Pay | STATUTORY_MATERNITY_PAY | | 7080 | Statutory Paternity Pay | STATUTORY_PATERNITY_PAY | | 7090 | Statutory Adoption Pay | STATUTORY_ADOPTION_PAY | | 7900 | Bank Charges and Interest | BANK_CHARGES_AND_INTEREST | | 9998 | Opening Balances | OPENING_BALANCES | | 9999 | Suspense | SUSPENSE_CORRECTIONS |
Step 1: Download the CSV template file Each CSV file contains a standard list of categories and the required columns for Nominal Code, Ledger name, Control account, Category and Tax rate. A CSV file is a special kind of Excel spreadsheet. Download the CSV file that is suitable for your business type. - From More, then Business Settings, select Chart of Accounts.
- From the New Category drop-down arrow, select Import Accounts.
- Select the Templates link and then choose the template that matches for your business type.
Step 2: Prepare the CSV file Add your categories to the template file you have downloaded or amend an existing file to match the template. - Make sure the column headings match the format used in the template file.
- Remove any columns in your CSV file that are not used in the template file.
- Make sure the data format used in each column matches the format used in the template file.
- Category - Each category must belong to one of the categories already set up in Sage Accounting. You cannot use your own categories.
- Tax rate - Each category must have a VAT rate associated with it. This sets the VAT rate used by default when the categories is selected on a transaction.
The maximum file size you can import is 0.5MB.
Step 3: Import the file - From More, then Business Settings, select Chart of Accounts.
- From the New Category drop-down arrow, select Import Accounts.
- Choose the Upload Data File link.
- Browse to your CSV file and then select Open.
- Select OK.
Can't find the Import Accounts option The Import Accounts option does not show once you have created a record or transaction in Accounting Start. To create new categories, use the New Category option. To amend an existing category, select the account from the list and make the required changes. Read how to create or edit a category
Common errors If your file cannot be imported, we'll tell you what the problems are and which rows are affected. This indicates that the CSV file contains an invalid column heading. The column headings must be in the following format:
Column A = NOMINAL CODE
Column B = LEDGER NAME
Column C = CONTROL ACCOUNT
Column D = CATEGORY
Column E = TAX RATE To resolve this, you must ensure the column headings are correct and try the import again. This indicates there is a duplicated nominal code within the CSV file. To resolve this, you must check for duplicates in the CSV file and change the code in the indicated cell to a unique nominal code then try the import again. This indicates the information is in another format when it should be a number. For example, if you enter text when it should be a number. To resolve this, you must change the format in the indicated cell and try the import again. This indicates that one or more categories do not have a valid type. The categories must be one of the following: - SALES
- OTHER_INCOME
- DIRECT_EXPENSES
- OVERHEADS
- DEPRECIATION
- CURRENT_ASSETS
- FIXED_ASSETS
- BANK
- CURRENT_LIABILITY
- FUTURE_LIABILITY
- EQUITY
The type you choose determines where the category appears in your management reports. To resolve this, you must use a valid category in the indicated cell and try the import again. 
This occurs when you have used a nominal code reserved for a control account, but have not added the required control account text to this or another category. For example, you have a category called 2100 Trade Creditors, but TRADE _CREDITORS text is not included in the Control Account column. To resolve this, either: - Change the nominal code used for this category, or
- Complete the Control Account column with the appropriate text
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