Importing Chart of Accounts to Purchase Invoices
Settings for Importing Chart of Accounts
Creating Accounts one by one
Exporting Accounts from Purchase Invoices to Excel
Example File
To process purchase invoices, all accounts used, from expense accounts to bank accounts, must be set up (by creating or importing via CSV). If your Purchase Invoices already has expense accounts, but for example bank expense accounts are missing, those accounts need to be imported/created in the chart of accounts. If an account is missing from the chart of accounts, the program will provide an error message when saving settings indicating the missing account. NOTE! The chart of accounts must always be created before defining settings. Remember to also utilize the database template of Purchase Invoices when setting up a new company, so that the chart of accounts, if defined in the database template, can be automatically imported. For more information on using the database template, you can read here.
The chart of accounts in Purchase Invoices can also be transferred to another core system. The Maintenance of accounts function (Export) can be used, for example when VAT rates change. The chart of accounts is exported to an Excel file, necessary modifications are made in Excel and then it is imported back as an updated csv file (comma-separated values).
Importing Chart of Accounts into Purchase Invoices
- Go to the Registers - Chart of Accounts view
- Click on the Register upkeep button at the top of the opened view
- Click on the Browse button to select the import file
- Provide the necessary information for importing accounts:
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Character set: Select the character set to be used during import from the dropdown menu. Choose the same character set in which your file is formatted – by default ISO-8859-1.
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If account already found in system - this option determines whether the accounts already in Purchase Invoices will also be updated or not.
Refresh option updates the existing accounts in the registry and also creates new accounts.
Skip option does not update existing accounts, but only creates new accounts.
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After importing the file, you will receive a listing of new and updated information as well as any accounts with errors.
Settings for importing Chart of Accounts
Below the Load button, there are instructions on how to create the csv file:
The import file must have column names (headers) on the first row, the order of the columns is free. Mandatory columns are account number and account name. Other columns are optional. The data should be saved in csv format separated by semicolons (csv list separator).
Numero (Number, mandatory information) Account number. (each account has a different account number)
Nimi (Name, mandatory information) Account name
Alvkoodi (VAT code, no VAT percentage) when VAT codes are in use (recommended).
Alvprosentti (VAT percentage, no VAT code) when VAT percentages are in use.
Matkalaskutilityyppi (Type of travel account) If the account is used for travel expenses, select the type of travel expense to be used: 1 = daily allowance account, 2 = kilometre allowance account, 3 = other travel allowance account.
Matkustajatieto (Travellers' names) If passenger information is mandatory on travel expenses, enter a value of 1 in the field. If passenger information is not mandatory on travel expenses, leave the field blank.
Palkkalaji (Salary code) Default salary type code to be used on this travel expense account. The salary type used is different from the general settings.
Poistotieto (Deleted data) Enter 1 in the field if you want to delete the account from the register. Leave the field blank if the account is not to be deleted from the register.
NOTE! Column headers in the file must be in Finnish as in the sample file. At the end of the instructions, there is a sample file of the chart of accounts in CSV format. You can access the sample file directly here.
Image from example file:
Creating Accounts One by One
- Go to the Registers – Chart of Accounts view
- Click on the New button
- Fill in the information in the popup window and save it by clicking the Save button.
Account number/name
Please enter the account number and name of the account to be added to the chart of accounts.
Default VAT code for account
Choose the default VAT code to be used for this account. In the settings (General - Postings), first define whether value added tax is used in Purchase Invoices with codes or percentages.
If you are using VAT codes, they should be set up in the Registers - VAT codes view.
Travel expense account
You can specify whether the account to be established is also used as a travel expense account. The Yes option designates the account as a travel expense account as well. The account must always be marked as a travel expense account if it is intended to be used on travel expense reports.
Type of travel account
If the account is designated as a travel expense account, you must always select the travel expense account type:
- Daily allowance account
- Kilometer allowance account
- Other travel expense account
The setting affects for which salary codes the account can be selected on a travel expense claim.
Traveller information required
Traveller information can be made mandatory by checking the Yes box. If traveller information is made mandatory, traveller names must always be provided when entering additional travellers on the travel invoice.
Exporting Chart of Accounts from Purchase Invoices to Excel
The chart of accounts can be downloaded to your workstation in csv format.
- In the Registers - Chart of accounts view, click on the Register upkeep button
- Click on Load button under Account Export from Purchase Invoices
- Save the file to the desired destination folder.
You can export the file to Excel, make modifications, save it, and re-import it back into Purchase Invoices Importing Chart of Accounts to Purchase Invoices following the instructions, updating the old data.