Import data into GL2

The following data can be imported into GL2:

• Accounts

• Sub-Accounts

• Legacy Accounts

• Opening Balances

• Budgets

To import any of the above items, first do an export to get the template and choose what data you would like to have in the template. Also choose the Financial Year you will be importing into. Then make the modifications in Excel, and import into GL2. Refer to Export data from GL2 for more information.

General importing steps

1. Ensure you are in the correct Ledger.

2. Go to Accounts and click on Accounts Maintenance. 

3. Click Import.

4. Click the Load button in the bottom left-hand corner and navigate to the file with the import data. Ensure this file is not currently open in Excel.

5. Information will then be displayed under the various tabs. Click on the tab that you wish to import data for. The Import button will only be activated on the tab where there has been a change to the data.

   1. Fields showing in orange means there has been a change so check to ensure this information is correct.

   2. Fields showing in red means there is an error that needs correcting.

   3. Click the "Hide zero balances" checkbox to only show fields with values.

   4. Click the "Show errors only" checkbox if you wish to hide fields that don't have errors.

6. Once you have reviewed the data to ensure all is correct, click Import. 

Tips on importing

• When importing, if you have deleted rows in Excel, this data will be deleted from GL2. So be aware of this!

• If you want to add data, e.g. sub-accounts, add them to the end of the existing list and only the new data will be imported.

• Legacy accounts - The Legacy column is where account codes from the previous accounting system can be entered. Multiple legacy account codes can be entered by separating them with a pipe "|".

• Importing opening balances - the date used for the journal will be last day of the month before the Financial year start, and the Period will be the period before the Financial year start. So for a January financial year start, the opening balance journal will be dated 31/12/XX and entered in the December period.