Importing a Trial Balance

Here’s a quick guide to importing your Trial Balance (TB). Typically, you would only need to do this if you are migrating from a different accounting software to SmartB’s accounting module. That means, at worst case, you only need to do this ONE time only.  

If you are unsure, please consult our support team before proceeding.

Overview

There is 3 steps when migrating your data. Which is

  1. Importing TB data
  2. Importing debtor unpaid invoices
  3. Importing creditor unpaid invoices

Before you proceed, make sure to have the following ready:

  • A balanced Trial Balance – the system will not allow you to proceed if your trial balance is not balanced.
  • The transactions related to your balances in your creditor and debtor account (from invoices). The transactions MUST match the balance in your creditor and debtor accounts (taken from your TB)

Once you are ready, go to:

Accounting > Settings > Conversion Balances

Notes When Importing

.csv File

Make sure that all your files are in .csv format. Non .csv formats will not work.

Currency Amount

The currency amount should be left empty.

Conversion Date

This should be the date of your Trial Balance. E.g. End of August or start of Sept, that would just mean the date you should put is 01/09/20XX.

Steps to Import

This is a relatively straight forward process. However, from experience, most of the issues arises from mismatch of data (as opposed to complexity of the import).

When you’re ready (assuming you’ve read the rest of the notes below), go to:

Options > Import from file

Unpaid Sales Invoices

This refers to sales invoices that makes your Debtor balance at the conversion date. The net balance of your debtor MUST be the same amount as the sum of all your “Receivable” account types (which represents your debtor). See example image below.

Hence, if you have a few debtor accounts, they must be listed in this section.

(Click for larger view)

Date Format

You can change your date format based on the format that you want. This will appear immediately before you import.

Here’s an example of the “%d/%m/%Y” format (which is equivalent to “dd/mm/yyyy”).

(Click for larger view)

Negative Balances on Debtor and Creditor invoice list

Here are a few points to note on negative balances:

  • If you need to make any adjustments, make them in your TB before posting it. The system cannot accept any negative transactions in the creditors list.
  • Negative balances in the debtor list will automatically be converted as Credit Notes only.
  • Do not post any payment related transactions in there as the amount will not be adjusted in your bank account.

Conversion Balance Transactions

Once you posted the TB and all unpaid invoices, you should see transactions that looks like these (see image).

Any memo, narratives or references with the word “Conversion Balance” or “OPENING ENTRY” (for journal) will mean that they are related to this TB import.

DO NOT TOUCH OR MOVE THEM.

If you move them to draft, they cannot be undone unless you re-post these transactions using the TB.

(Click for larger view)

Sample Files

Here are some sample files for your reference – the files will open in Google Sheet, click download :

For Internal Ref: These files are kept here – Team Share\2. Client Set Up\2. Import Template\General Settings\Templates

Troubleshooting – Errors Fixing

Location of error

(Click for larger view)

If you see an error message like this, it just means that the error is located in line 986 of your csv file. Fix it and continue the process.

“-” or Other Symbols

When uploading Trial Balance, the system can only accept numbers or blanks. Symbols like “-“, “:”, “&” and etc will not be accepted.

Note: “-” is a auto conversion for “0”. This is saved as a symbol in the .csv file.

Only Child Chart of Account Allowed

Similar to all other transactions, make sure to only post your transactions to child accounts. The easiest way to see if the account is a parent or child account, is that all parent accounts have account type “View”.

The following is an account that is NOT ALLOWED.

(Click for larger view)

Final Checks

The system would check a few things (or logic) before the entire process would be completed. However, although the system may have already progress from pages 1/3 to 3/3, the final check would go through all 3 pages again.

Hence, some of the error for page 1/3 will only appear after page 3/3 but some may refer to the errors from page 1/3.

When this happens, simply click on the back button (at the bottom of page) and fix them accordingly.

Need Help

In case you experience errors that were not mentioned in this unit, please contact us via your issue log so that we can address this accordingly. Alternatively, email us directly to support@smartb.co.

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