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Gordon Woodill

GL Chart of Accounts Import?

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Hello,

We are trying to setup our company in BusinessVision 2019.

How do we get the Chart of Accounts in with correct Opening balances?

You can't start a company with a custom chart of accounts - if you don't select one of the predefined chart of accounts then you can't get logged in because it says Special Accounts aren't assigned.

Ok, so I have selected a predefined chart of accounts and made a few tweaks. I have all the data in Excel ready to import. Tried an import and discovered it will only import accounts that do not already exist. It will not update existing accounts.

So if you can't start with no accounts and import accounts and balances, and you can't start with the predefined accounts and import the balances how do you get started?!?  How do I get my account balances into BV?

Are there custom import tools available? At this point I'm preparing to write my own tool to import the opening balances once the GL Accounts are set as required but I'm weary of doing this since it will be the data underlining everything else.

Help.

ps. We have been using BV for 10+ years in our Canadian operation and are now trying to move the US operation into BV (we purchased the US version for this). Separate companies, chart of accounts, and BV databases.

  • 0

    I'm not sure on your version if you are able to do onesided transactions.


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  • +1
    verified answer

    don't know if this will help because of your version but here goes

    START FROM SCRATCH

    OPEN NEW COMPANY WIZARD

    pick Use new company G/L setup wizard

    CLICK NEXT

    CLICK OK

    CLICK NEXT

    set length to highest and set type alphanumeric

    CLICK IMPORT

    name your import, choose new

    CLICK NEXT

    map items

    CLICK IMPORT

  • 0 in reply to GUSB

    Yes, that 'Import' button looks very promising.

    I wish I had noticed it tucked in there with the other buttons before just clicking Next and ending up with a useless database.

  • 0 in reply to Gordon Woodill

    you can set up your special accounts after the import by clicking on the account number search button

  • 0 in reply to Gordon Woodill

    Hi Gordon

    I received an email from the forum but it is not showing up on my end in the forum as below.

    This worked... except it only imports opening balances for Asset and Liability accounts. Revenue and Expense account balances were not imported. That would be fine if the transition was done right at fiscal year end but it's not so I need to bring over the revenue and expense values as well.

    Is there a legit way around this?

    My first thought is to set all the accounts to Asset or Liability in the import data, then go and adjust them after.

    I would export your Canadian chart of accounts or the set from the US demo data to see how it is structured in order that you have the proper format for importing as you may have left something out in your spreadsheet.

  • 0 in reply to GUSB

    I've done a couple of tests. It won't import Opening Balances for Revenue/Expense accounts.

    I understand "Opening Balance" = "Balance at Start of Fiscal Year" so it should/would be zero for Revenue/Expense accounts at the start of the year. What I really want is Current Balance. When I export GL Accounts there is a Current Balance field but that is not available on the import.

    I redid my import with the true opening balances (fiscal year opening balance) and then tried doing a GL Transaction import to set the current balance for all the accounts (single line per account with debit/credit value to get from opening to current).

    That import failed saying "G/L Account x is not balanced" for all entries in the import which I don't understand. I checked the Trial Balance in BV after importing opening balances and it is balanced. Total of Debits & Credits in the GL Transactions import file are equal so everything should still balance if the import would complete.

  • 0 in reply to Gordon Woodill

    try copying the current values into your opening on your spread sheet.

     

  • 0 in reply to Gordon Woodill

    i see you are correct for the opening balance but make sure you have all the columns as per the export up to the opening balance as copied from the current column

    Acct. No. Name Division Code Currency Revalue G/L Acct. Group G/L Acct. Subgroup Type Bank Account Next Cheque No. Sales Account Current balance Has transaction Last modified Created Normal balance Has notes Chart browse key Prompt for job cost Inactive Opening balance
    11110 Petty Cash 000   No 100   Assets No 0000000000 No 0 No 26/07/2011 26/07/2011 Debit No PETTY CASH No No 0
    11120 Cash in Bank 000   No 100   Assets Yes 0000000000 No 100 yes 26/07/2011 26/07/2011 Debit No CASH IN BANK No No 0

    forgot to say make sure you have accounts listed as assets, liabilities, income, or expense

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