When entering large volume of journals such as opening balance imports it can be useful to create the transactions in a spreadsheet and upload them to WorkBook. This article shows you how to prepare the import specification and the format in which to upload.
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FIELD | DESCRIPTION | REQUIRED | ||
|---|---|---|---|---|
Booking date | This is the date when the transaction will be posted in WorkBook. | Yes | ||
Voucher number | Indicate how you want to assign the voucher number for the relevant transaction. There are 4 options:
 | Yes | ||
Voucher date | This is the original date of the transaction. | Yes | ||
Account entry type | Specify which type of account the entry comes under.
It can be set default directly in the import specification which will apply to all lines, or it can be provided in the excel/csv file. | Yes | ||
Account number | This is corresponding to the option you provide in Account entry type above.
| Yes | ||
Currency code | Specify the currency of the transaction. E.g. AUD, USD, SGD, etc. | Yes | ||
Currency rate | This field allows specifying the exchange rate between the transactional currency and the company currency (base currency). This is only required if your transaction is in foreign currency.
| No | ||
Currency amount | The amount of the transaction in foreign currency (bearing in mind whether it’s - or +). This is only required if your transaction is in foreign currency. | No | ||
Amount | The amount of the transaction (bearing in mind whether it’s - or +). This always be the amount based on company currency (base currency). E.g. AUD
| Yes | ||
Offset account entry type | Only required if you’re off-setting account on the same line. Specify the offset account type:
It can be set default directly in the import specification which will apply to all lines, or it can be provided in the excel/csv file. | No | ||
Offset account | This is corresponding to the option you provide in Offset Account entry type above.
| No | ||
Activity GST | If required, this needs to match your Activity GST setup. This usually be used in Europe where it is required specifying the deduction on certain tax. | No | ||
AR/AP GST | Depending on the type of transaction you are importing (e.g. sales invoice, supplier invoice), this allows you to specify the VAT/GST code that is applied to the transaction. If required, this needs to match your AR/AP GST setup
| No | ||
GST amount | Enter your GST/VAT amount. This always be the amount based on company currency (base currency). E.g. AUD. | No | ||
Comment | The description of your transaction | No | ||
Invoice number | Enter the original number of your transaction. E.g. Receipt number, original invoice number, reference number, etc. | |||
Currency GST amount | Enter your GST amount in foreign currency in corresponding to the currency selected above. This is only required if your transaction is in foreign currency. | No | ||
Due date | Specifying the due date of the transaction if you are importing invoices | No | ||
Creditor no. | Your creditor number | No | ||
Payment identification number | To specify the payment reference number if you are importing supplier invoice. | No Bank reg. no. | To specify the supplier bank registration number if you are importing supplier invoice. | No |
Bank account no. | To specify the supplier bank account number if you are importing supplier invoice. | No | ||
Swift no. | To specify the SWIFT code of the supplier bank if you are importing supplier invoice. | No | ||
IBAN no. | To specify the IBAN code of the supplier bank if you are importing supplier invoice. | No | ||
Transaction type | Invoice | No |
Some fields such as dates and amounts will need the format specified, these will be highlighted by the orange triangle
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FIELD | TIP |
|---|---|
Date | In your excel spreadsheet, format your date to text and make sure it’s in the same format as the import specification (dd/mm/yyyy or mm/dd/yy) |
Voucher no. | You can create your own voucher number but make sure that it has not been used in the system before. |
Finance account types | Depending on the type of import, you may need to use numbers to identify your finance account types rather than words: 1 D = Debtor |
Account no. | Make sure that you only enter the account number as the import will fill in the rest of the account name |
Currency | Check your currency codes in settings > global system settings > currency codes and rates. The code needs to match exactly. |
GST/VAT | Check your GST/VAT codes in settings > finance settings > GST codes > AR/AP Codes. The code needs to match exactly. |
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