Creating accounting objects in the register one by one
Import details
Importing data into the Accounting Objects register
Exporting accounting objects from the register
If the accounting system uses various accounting objects, they can also be utilized in Purchase Invoices. Accounting objects are used, for example, for tracking projects or defining additional cost units. When accounting objects are in use, the accounting can be done on a cost unit basis, and the information is transferred to the accounting system during cost account entries to the correct accounting objects/cost units.
In purchase invoices, the first level of the tracking item is called Cost Unit and the following levels (accounting objects) can be named arbitrarily. In addition to the cost unit, a total of 12 accounting item levels can be established, which must be named according to their intended purpose in the general settings (General – Postings).
Names of accounting object levels can be, for example, projects, departments, construction sites, locations, etc. One accounting object level can track hundreds of equally valued tracking items.
For example, the name of the accounting object level is Project, with tracking items 1001, 2001, and 3001.
Accounting objects also facilitate the tracking of invoices and expenses, as the invoice search function in Purchase Invoices and Archive can utilize the provided accounting objects by using, for example, the name of the accounting object as a keyword.
Creating accounting objects in the register individually
- Go to the Registers – Accounting Objects view
- Click the New button
- Fill in the details in the opened window and save them using the Save button.
Accounting object number
Enter a number for the accounting object to be created. The program will check during the save phase that the provided number is not already in use.
Name
Enter the name of the accounting object that is used for tracking the selected accounting object type (e.g., Project).
Accounting Object Type
Select the accounting level to be used for the accounting object being established, i.e., what type of accounting object level is in use. NOTE! The type of accounting objects cannot be selected if accounting object levels have not been specified in the general settings (Settings – General – Accounting Assignments).
Comments
This field can be used to store additional information and contact details related to the accounting object. The additional information provided for the accounting object will not appear on the invoice.
Import Data
The file to be imported must have the column names (headers) on the first row. The order of the columns is flexible. Mandatory columns are type of accounting object, code, and name. Other columns are optional. The data must be saved in a semicolon-separated csv file format (csv list separator). After importing the file, you will receive a listing of new and erroneous accounting objects.
Import Data to Accounting Object Register
- Go to Registers – Accounting Objects view
- Click the Register upkeep button in the opened view
- Define the data for importing accounting objects
Select csv file
Click the Browse button and select the csv file to be imported from the storage directory.
Character Set
Select the character set to be used during the import by choosing from the dropdown list of the field. The selected character set must be the same as the one used to create your file – default is ISO-8859-1.
If the accounting object already exists in the system
Choose whether to update the existing accounting objects or leave the existing accounting objects unchanged.
Refresh: updates the accounting objects already in the register and also creates new accounting objects
Skip: does not update existing accounting objects but only creates new accounting objects.
Upload
When you click the Load button, the selected csv file is retrieved into the register.
A report is generated from the import, showing the import settings, successful imports, and detailed information on failed imports with error messages explaining why they failed.
Exporting Data from Accounting Object Register
If necessary, the data from the Accounting Objects register can be transferred to another core system.
- Go to the Registers – Accounting Objects view
- Click the Register upkeep button at the top of the opened view
- Define whether to add quotation marks to the cells of the file
- Download the accounting objects to an Excel file by clicking the Load button
- Save the file to your desired target directory and transfer it to the core system in use.
Download accounting object data as a csv file to your own computer
When you click the Load button for that field, the accounting objects saved will open in Excel as a csv file.
Should quotation marks be added to the beginning and end of the data in the cell?
You can choose whether you want the data in the file being transferred from Accounts Payable to the core system to be marked with quotation marks. Quotation marks preserve any leading zeros in the cell data.
You can download an example file from the bottom of the registry upkeep - maintenance of accounting objects page