Summary
Description
Prepare the supplier opening balances file
When getting your file ready, use the tables below to make sure your format is correct. Pick the table that matches your VAT scheme. Don't forget, the header row in your CSV file needs to use the same headings as shown in the Field name column.
TIP: The maximum file size you can import is 0.5mb. If your file is larger, split it into another file.
Not VAT registered, Standard VAT and Flat Rate Invoice Based
Invoice Basis
| Column | Field name | Type | Compulsory | Notes |
| A | Type | Text | Yes | When dealing with invoices, enter "Invoice"; for credit notes, input "Cr Note." Use "Cr Note" for outstanding payments on account, You can allocate them later. |
| B | Date | Numbers | Yes | Must be in the format dd/mm/yyyy. |
| C | Customer Name | Text | Yes | Enter the supplier’s name as it appears on their record. |
| D | Customer Reference | Text and numbers | Yes | Enter the supplier’s unique reference as it appears in their record. |
| E | Reference | Text and numbers | Yes | Enter a reference of your choice, for example, an invoice number. |
| F | Details | Text and numbers | No | If required, enter any additional details up to a maximum of 25 characters. |
| G | Total | Number plus two decimal places | No | Enter the gross value of the transaction. |
VAT Cash Accounting and Flat Rate Cash Based
Cash Basis
| Column | Field name | Type | Compulsory | Notes |
| A | Type | Text | Yes | When dealing with invoices, enter "Invoice"; for credit notes, input "Cr Note." Use "Cr Note" for outstanding payments on account, you can allocate them later. |
| B | Date | Numbers | Yes | Must be in the format dd/mm/yyyy. |
| C | Customer Name | Text | Yes | Enter the supplier’s name as it appears on their record. |
| D | Customer Reference | Text and numbers | Yes | Enter the supplier’s unique reference as it appears in their record. |
| E | Reference | Text and numbers | Yes | Enter a reference of your choice, for example, an invoice number. |
| F | Details | Text and numbers | No | If required, enter any additional details up to a maximum of 25 characters. |
| G | Net | Number plus two decimal places | No | Enter the net value of the transaction. |
| H | VAT Rate | Text | No | Enter one of the following VAT rates:
For VAT-registered EU suppliers and non-EU suppliers, enter "No VAT" and input the gross value in the Net and Total columns. This process is necessary because you account for VAT on these transactions when creating the invoice, not when receiving or making the payment. If you haven’t accounted for the VAT in your previous system, manually adjust your next VAT return to include the necessary values. |
| I | VAT | Number plus two decimal places | No | Enter the VAT element of the transaction. |
| J | Total | Number plus two decimal places | No | Enter the total gross value of the transaction. The net and VAT amounts must equal the total value otherwise the import will fail. |
Once your file is ready, you can import the data. More on how to Import customer or supplier opening balances.
Africa
Asia
Australia
Canada
France
Ireland
Kenya
Nigeria
Portugal
South Africa
Spain
United Arab Emirates
United States
Germany