Import journal entries

Summary

How to import journal entries into Sage Accounting.

Resolution

Save time by importing journals from a spreadsheet instead of entering them one by one. Use our template to make sure your spreadsheet contains the correct headings and formats.

What you need to know

To import journals, your spreadsheet must

Only contain journals for existing ledger accounts. If necessary, create new ledger accounts in your chart of accounts before importing the file
Use the same column headings and formatting as in the journal template file we provide
Save it in comma-separated value (CSV) format

Play a video on how to import journal entries:

Download the CSV template file

From Adjustments, Journals, select New Journal and then Import Journals.
Select the CSV template link in the Import Journals window to download a template for importing your data.
Go to the downloads folder on your device to find the file.

Prepare the CSV file

To import journals from a CSV, choose either:

Compare your existing CSV file to the template file before importing your journals. Make sure the column headings and data formats in your file match the template
Add your journals to the template file. Keep the column headings, and replace the sample data with your journals in the same format

Tips for formatting the CSV file >

Move unnecessary columns like analysis types or exchange rates to the end for easier data entry
Use the following table to check the required format for each column. Ensure your CSV file's header row matches the headings in the Field name column of the table

Column	Field name	Type	Mandatory	Notes
A	Reference	Text	Yes	Numbers, letters, or a mix of both. The limit is 75 characters.
B	Date	Number	Yes	Only numbers in day, month, and year format. For example, 29/12/2022.
C	Description	Text	No	Numbers, letters, or a mix of both. The limit is 200 characters.
D	Nominal Code	Number	Yes	Enter a nominal code from your chart of accounts. If it's new, add it to your chart of accounts before importing journals. Enter only the number, not the name.
E	Details	Text	No	Details can be numbers, letters, or a mix of both. The limit is 200 characters.
F	Include on VAT/Tax Return?	Text	No	Enter: Yes, Y, No, N.
G	Debit	Number	Yes	The debit and credit amounts you enter must be less than or equal to 99999999.00. Enter only numbers.
H	Credit	Number	Yes
I	Analysis Type 1	Text/Num	No	When entering analysis types, ensure the code matches exactly what you have in Accounting. If it's new, add it to Accounting before importing journals. The limit is 250 characters. NOTE: Note: Enter the analysis type code as shown in Settings > Analysis Types.
J	Analysis Type 2	Text/Num	No
K	Analysis Type 3	Text/Num	No
L	Exchange Rate	Number	No	Entering the exchange rate is an option for foreign currency journals. Enter only numbers.

Import multiple lines as a single journal

You can import a single or multiple journals from one import file.

When preparing your file,

list all lines you want in one journal under the same reference
Fill columns A, B, and C once, then detail each line individually in the remaining columns
Ensure Debit and Credit amounts (columns G and H) on each journal line balance to zero

Once imported, this will create one journal with a line for each item.

We create a new journal when the data in column A is different from the previous row.

See an example >

Import the journals file

From Adjustments, Journals, select New Journal and then Import Journals.
Select Choose File. Browse to your CSV file and then choose Open.
Select Upload. If you encounter any file issues, fix them and then try again.
Select OK.

If you're importing a large file, wait for the import process to finish before entering new transactions.

Solution Properties

Solution ID: 222001000100916
Last Modified Date: Thu Feb 13 13:35:57 UTC 2025
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