Implementation > Import COA Opening Balance
- Chris Vo
- Nicky Harvey
- Kye Hush
- Helen Johnson
When first setting up your WorkBook system, a starting set of data will be imported, including the Opening Balance for your Finance Chart of Accounts. To import data successfully it is important to understand the data structures and the format required in the import data sheet.
Things to note:
Data is imported once, so it is important to ensure accuracy and consistency prior to uploading.
Not all fields are required at import, optional fields can be added to the system manually at a later date when/as required.
ON THIS PAGE YOU WILL FIND: |
|---|
DATA TEMPLATE
Download the Chart of Accounts import file below.
COLUMN HEADER | FIELD DESCRIPTION | FORMAT | REQUIRED |
|---|---|---|---|
Booking date | The posting date to register the account balance. | Date | Yes |
Voucher no. | Recommend using OB in order to recognize the Opening Balance transactions (e.g. OB : opening balance) Note: Use the same voucher number for all lines in the import file. | Number & Letter | Yes |
Voucher date | The date the entry was originally registered if known, otherwise use same as booking date | Date | Yes |
Comment | A free text fields to add any comments to the imported lines. | Text | No |
Type | The type of the account the opening balance amount will be registered against. | Always using F (for Finance) | Yes |
Account | The finance account which the opening balance amount should be posted against. | Number | Yes |
CurrencyId | The base currency of the company. Must use ISO code. E.g. EUR, AUD, SGD, USD, GBP | Text | No |
Amount | The total balance of the finance account. Notes: + is Debit, - is Credit. | Number | Yes |
Offset Type | The type of the account the opening balance amount will be offset against (if applicable). | Always using F (for Finance) | No |
Offset acc. | The finance account which the opening balance amount will be offset against (if applicable). | Number | No |
IMPORT OPENING BALANCE
Not like the other implementation import, the Opening Balance will not be imported via the Ad-hoc Import but will be run via the Journal Entry.
Go to Finance module > General Ledger > Journals > Create a new Journal Entry button
Go to the tab “Journal Entry” > click on the “Import Data” button
From the pop-up window (make sure that you are on the 1st tab)
Specification: click the drop down list > select the option “Opening Balance Import”
File type: select Excel WorkBook (will be selected by default)
Source: click on “Choose file” button to locate and upload the data file
Once the upload is finished, the data will be loaded in the sub-grid for reviewing
If there is no error in the data, click on the button “Transfer data to current journal”
From the Journal Entry view > click the “Approve” button (1) to validate and approve the entry
Click “Finalize” button (2) to post the Opening Balance
The status will then be updated into “60 - Booked”
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