| During the import process, the accounts in your CSV file overwrite the standard ledger accounts in Accounting. You can update the code and name of control accounts if you include them in your import file. If you don’t include them, we create them automatically, as they’re mandatory accounts. You can watch a video about the chart of accounts. Step 1: Download the CSV template file Each CSV file contains a standard list of ledger accounts and the required columns for Nominal Code, Ledger name, Control account, and Category. Download the CSV file from here - Canada COA Import CSV. Step 2: Prepare your import file If you already have a list of ledger accounts exported from another system: - Change the column headings to match the format used in the template file.
- Remove any columns in your CSV file that the template file doesn't use.
- Ensure the data format used in each column matches the format used in the template file.
Each ledger account must belong to a category already set up in Accounting. You can’t use your own categories. If you don't have your ledger accounts in a CSV file already, amend the template file with required ledger account names and nominal codes. Ensure you use the correct Category for each one. The maximum file size you can import is 0.5MB. Control Accounts These are ledger accounts required by default for certain transactions and must be present in every ledger account list. You can't remove these accounts, but you can change the Nominal Code or Ledger Name as required. Column headings and required formats When preparing your file, use the table below to ensure that your file format is correct. The header row in your CSV file must use the same headings as shown below. | Column | Field Name | Rules | | A | NOMINAL CODE | Up to 8 numbers and each code must be unique. | | B | GIFI CODE | The assigned GIFI code to the account. | | C | LEDGER NAME | Max length 200 characters. | | D | CONTROL ACCOUNT | If populated, use a valid control account name. You can update these ledger accounts with different numbers/names but don't remove them.  NOTE: When you import BANK_CURRENT or BANK_CASH control accounts in the BANK category, the system creates a bank account on the Banking page.
| | E | CATEGORY | Must be a valid category: - REVENUE
- OTHER_INCOME
- DIRECT_EXPENSES
- EXPENSES
- DEPRECIATION
- CURRENT_ASSETS
- FIXED_ASSETS
- BANK
- CURRENT_LIABILITY
- FUTURE_LIABILITY
- EQUITY
| | F | PART RECOVERABLE PERCENTAGE | Enter the percentage of recoverable tax. | | G | NON RECOVERABLE LEDGER ACCOUNT | Enter the number of the ledger account where you want to post partially recoverable taxes. This must be an existing expense (or direct expense) ledger account. | Step 3: Import the chart of accounts file - Go to Settings, Business settings, Chart of accounts.
- From the New Ledger Account drop-down arrow, select Import Accounts.
- Click the Upload Data File link.
- Browse to your CSV file and then click Open.
- Click OK.
Common errors If we can't import your file, we'll identify the problems and specify the affected rows. ▼Not a valid column heading Row 1 of the CSV file contains an invalid column heading. The column headings must read as: Column A = CODE ColumnB = LEDGER NAME ColumnC = CONTROL ACCOUNT ColumnD = CATEGORY Column E = PART RECOVERABLE PERCENTAGE Column F = NON RECOVERABLE LEDGER ACCOUNT Rename the column headings to match the list above and then try again. ▼CODE must be unique There’s a duplicated code within the CSV file. Check for duplicates in the CSV file and change the code in the indicated cell to a unique code. Try the import again. ▼Not a number The indicated cell contains information in the wrong format. Change it to a number and try the import again. ▼Must be a valid category The CSV file contains an invalid category. The categories must be one of the following: - BANK
- CURRENT_ASSETS
- CURRENT_LIABILITY
- DEPRECIATION
- DIRECT_EXPENSES
- EQUITY
- EXPENSES
- FIXED_ASSETS
- FUTURE_LIABILITY
- OTHER_INCOME
- REVENUE
Use a valid category in the indicated cell and try the import again. ▼PART RECOVERABLE PERCENTAGE The percentage in the indicated cell is outside of the 0 to 100 range or there are letters or symbols in the cell. Clear the cell and then enter a number between 0 and 100. Don’t enter letters or symbols (such as the percentage sign, %). ▼NON RECOVERABLE LEDGER ACCOUNT The indicated cell contains a ledger account number that doesn't exist in the chart of accounts. Ensure the ledger account you enter already exists in your chart of accounts, including hidden control accounts. Check that your chart of accounts includes the ledger account you want to use. Make it visible if it’s a control account. If you don't include it, create the new ledger account. Enter the ledger account number in the cell and then try the import again. ▼Select an expense or direct expense category ledger account The ledger account you entered in the indicated cell isn’t an Expense or Direct Expense account. Select only Expense or Direct Expense accounts for posting partially recoverable tax. Open your chart of accounts and review the category of the ledger account. If it makes sense to do so, change the category of the selected account to Expense or Direct Expense. If not, enter the correct Expense or Direct Expense account number in the cell within your file and then try the import again. ▼PART RECOVERABLE PERCENTAGE is required when a non-recoverable ledger account has been used. The indicated cell doesn’t contain a number, but the NON RECOVERABLE LEDGER ACCOUNT cell for the row has a ledger account number entered. If you want to post partially recoverable taxes to a ledger account, you must also indicate the percentage of taxes that will be partially recoverable. Enter a number between 0 and 100 in the cell indicated in the message and then try the import again. |