Tag Archives: Import

Import journals into accounting software

Software: MoneyWorks accounting software

You need to have type, date, reference, account, description, and amount field in the spreadsheet when preparing an import file for journal transaction.

For journal transaction, use “Jn” for type field. You can either have the type field in the spreadsheet or preset it in the import MAP. The Date is the date of the journal transaction, which you can either have it in the import file or set it in the import MAP as the date of import.

The account field captured the account code, which has to be the same code you used in MoneyWorks. You do not need to have the account name as it will pick up from the system automatically. The journal memo map to the description field of the detail line and the amount field contains both debit and credit value (with a negative for credit).

Import Journal into accounting software

Import the file from the File menu once you have prepared the spreadsheet. Alternatively, you can save the import MAP if you require to import frequently.

Besides importing journals, you can also import transaction such as Invoices, order, payment or receipt transactions. MoneyWorks is a powerful system which helps an accountant ease the daily accounting task. Book a demo today to find out more about how MoneyWorks helps in managing your business finance.

Import Names into MoneyWorks accounting software

Software: MoneyWorks accounting software

Yes. You can import names such as Supplier and Customer into MoneyWorks accounting software instead of entering it manually when migrating from other accounting software (You may have to tidy up the source file if the exported file from your existing software is messy, garbage in garbage out).

customer-imported

Apart from the standard fields such as the Company name, contact person, address, phone, fax, and email; you need to prepare the file with Name Code and Name Type.

The Name Code is a code uniquely identified the name. The maximum characters allowed for the name code is 11 (Alpha-numeric). For example, you have a customer ‘Best Accounting Firm LLP’, the name code could be ‘BES001’. The first three characters of the name code, BES, is same as the first three characters of the company name.

Name Type is important. It specifies whether the name, customer or supplier, recorded is a cash or credit (accrued) name type. ‘0’ is ‘False’, ‘1’ is ‘Cash’, and ‘2’ is ‘Credit’. For example, you give a customer 30 days credit terms and this name is not a supplier. You set the Customer Type as ‘2’, Payment Term as ’30’ and Supplier Type as ‘0’.

import-customer-name

Once you have prepared the source file, import the name from the File menu. MAP the fields in the Import Wizard and start import names into MoneyWorks.

Importing the Chart of Accounts into MoneyWorks

Software: MoneyWorks v7 accounting software

After verified the tax code (GST code) and tax rate (GST rate) are correct, you need to create the accounts in the Chart of Accounts list. If you have a few hundreds or thousands of accounts, the easier way is to import the account list into the MoneyWorks.

Below are a list of required fields, which will help you in preparing the import list file.

Account: Account Code (max 7 characters)
Description: Account Name (max 39 characters)
Type: Account Type*
Group: Department Group
Tax Code: GST code
Category: Account Category
P&L: Retained Earnings.

You can leave the Group and Category field blank if you are not using it. All Profit & Loss accounts are required to have a P&L account code (retained earnings account). All accounts must have a tax code, if you are not a GST register trader, you may use “*” GST code (Please refer to the Tax Code list for a list of Tax Code available in MoneyWorks).

Once the list is prepared, save it as a text file.

import file

From the “File” menu, “Import”, select  “Accounts…” to start importing the file. Unlike other list such as a name list or transaction list, it does not have a mapping window when importing the accounts list, hence you need to prepare the list in the below order.

Import accounts

The MoneyWorks import wizard will check for errors, if no error found, follow the instruction and import the accounts.

Chart of accounts list

Notes:

  • You can only import base currency account.
  • If you are using departments, the department code will be after the account code joint by a “-“. Example: Account code 7230, RENT account. If you have two departments, D01 and D02, the account code will be:
    • 7230-D01 RENT
    • 7230-D02 RENT

*Account Type available in MoneyWorks:

AR: Accounts Receivable
AP: Accounts Payable
BK: Bank
CA: Current Assets
CL: Current Liabilities
CS: Cost of Sales (Cost of Goods Sold)
EX: Expenses
FA: Fixed Assets
GR: GST Received (Special type of account)
GP: GST Paid (Special type of account)
IN: Income
PL: Profit & Loss (Special type of Account, usually use as a Retained Earnings account)
SA: Sales
SF: Shareholders Funds (Equity)
TA: Term Assets (Other Assets)
TL: Term Liabilities (Long Terms Liabilities)

Please refer to the MoneyWorks v7 user guide, page G-363, “Importing the Chart of Account” for more detail.