Data that is imported into Accounting is organized into three separate Excel files that contain standard fields used for this purpose.
- Journal Entries
- Expenses
- Revenue
Import Data provides detailed instructions for importing data into the system.
File 1: Journal Entries
The fields listed below are required for your journal entries import.
- Record ID - Used by the system to identify multi-line transactions as being part of the same entry.
- There may be more than one row with the same Record ID. If that is the case, the dates and descriptions must match the Record ID with which they are associated.
- Date - Must match the record ID and description.
- Description - Must match the record ID and date.
- Account Number - Must match an existing account from the chart of accounts.
- The Account Number can be different on rows with the same Record ID.
The fields listed below are optional for your journal entries import.
- Service Name - Also known as program name or class.
- Must match an existing program service.
- Examples include Childcare and After School Programs, Senior Services, Management & General, or Fund Development.
- Opportunity - If any entries are associated with an opportunity, that opportunity will display here.
- Must match an existing opportunity.
One of the fields listed below is required for each row of your journal entries import.
- Debit - Must balance with the credits within the same record.
- Credit - Must balance with the debits within the same record.
File 2: Expenses
Import Expenses provides detailed information on what is needed for your expenses import.
File 3: Revenue
The fields listed below are required for your revenue import.
- Record ID - How the system identifies the revenue record.
- Date - The date of the incoming revenue.
- Account Number - This is a credit account.
- Service Name - The type of service the program is providing.
- Examples include Programs/Class/Service, General & Management, or Fund Development.
- Amount - The amount of the revenue received from the profile.
- Category - Category to which the revenue is assigned.
- Can include Donation, In-Kind Donation, Program Fees, Grant, Event, and Dues.
- Profile GUID - Unique identifier containing a long series of letters and numbers.
- First Name
- Last Name
- Organization
The fields listed below are optional for your revenue import.
- Description
- Debit Account Number
- Opportunity Name - If any entries are associated with an opportunity, that opportunity will display here.
- Payment Method - Method of payment used.
- Can include Check, Credit Card, Cash, EFT/ACH, or Other.
- Payment Method Details
- With Restrictions - True/False. Restrictions on where the donation(s) should be applied.
- Historical - True/False
- If True, the revenue entry will not impact general ledger.
- Receivable - True/False
- Honoree Name - Individual being honored.
- Honoree Message - Message for the honoree.
- Limited to 255 characters per message.
- Notifyee ID
- Notifyee First Name
- Notifyee Last Name
- Notifyee Email
- Notifyee Organization
- Notify By Email - True/False
- Notify By Physical Mail - True/False
- Soft Credit Profile ID
- Soft Credit First Name
- Soft Credit Last Name
- Soft Credit Email
If you are having difficulties importing data or need additional help, reach out to Support.