How to import the chart of accounts

How to import a chart of accounts CSV file into a new Sage Accounting company.

To import a chart of accounts file, you must:

1. Have a new Accounting business with no transactions or records.
2. Save your chart of accounts file in CSV format.
3. Use the same column headings and formatting as in the chart of accounts CSV template file.

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.

1. Download the CSV template file

2. Prepare your import file

If you already have a list of ledger accounts exported from another system:

1. Change the column headings to match the format used in the template file.
2. Remove any columns in your CSV file that the template file doesn't use.
3. 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 the 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.

 

3. Import the chart of accounts file

1. Go to Settings, Business settings, Chart of accounts.
2. From the New Ledger Account dropdown arrow, select Import Accounts.
3. Click the Upload Data File link.
4. Browse to your CSV file and then click Open.
5. Click OK.

Common errors when importing CSV files

Introduction to the chart of accounts

Create or edit a ledger account