| | Import your Chart of accounts |
| Description | You can only import your ledger accounts once. You must do this before you create any transactions, such as invoices or expenses, or any records, such as customers or suppliers. To import your ledger accounts, you must: - Have a new Accounting business with no transactions or records
- Save your ledger accounts 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
The ledger accounts imported from the CSV file will replace all the standard ledger accounts created in Sage Accounting by default. Make sure you import all the ledger accounts you need. You can manually add individual ledger accounts later, but you cannot import them again. |
| Resolution | ▼ Step one: Download the CSV template file Each CSV file contains list of ledger accounts 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 Settings, then Business Settings, select Chart of Accounts.
- From the New Ledger Account dropdown arrow, select Import Accounts.
- Download one of the following CSV template files:
Sole Trader.csv
Partnership.csv
Limited Company.csv ▼ Step two: Prepare the CSV file Add your ledger accounts 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 ledger account must belong to a one of the categories already set up in Sage Accounting. You cannot used your own categories.
- Tax rate - Each ledger account must have a VAT Rate associated with it. This sets the VAT rate used by default when the ledger account is selected on a transaction.
The maximum file size you can import is 0.5MB. ▼ Step three: Import your chart of accounts - From Settings, then Business Settings, select Chart of Accounts.
- From the New Ledger Account dropdown arrow, select Import Accounts.
 NOTE: You won't see the Import option if you have already created transactions. - Choose the Upload Data File link.
- Browse to your CSV file and then select Open.
- Select OK.
Common errors If your file cannot be imported, we'll tell you what the problems are and which rows are affected. ▼ Not a valid column heading 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. ▼ Nominal code must be unique This indicates there is a duplicated a 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. ▼ Not a number 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. ▼ Must be a valid category This indicates the one more ledger accounts do not have a valid category. 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 category you choose determines where the ledger account appears in your management reports. To resolve this, you must use a valid category in the indicated cell and try the import again. ▼ Nominal code already taken 
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 ledger account. For example, you have a ledger account 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 ledger account, or
- Complete the Control Account column with the appropriate text
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