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Import a Chart of Accounts

Import a Chart of Accounts

You can import a chart of accounts to use in place of the Clickentry default accounts or to update multiple accounts in bulk. 

Before You Start 

When you are setting up your organization in Clickentry then instead of using Clickentry default accounts, you can import and use your own chart of accounts. You can import a chart of accounts file from your old accounting system or from another Clickentry organisation. Other than this you can create and import your new one using Clickentry’s template. You need to do this before entering any transaction in Clickentry. 

As you import a chart of accounts into Clickentry then it automatically replaces the existing chart of accounts exactly as per the file you imported into Clickentry. 

Important points to note: 

  • You can not import the balances for the imported Accounts. If you want to add balances to these accounts then using conversion balances 
  • If you don’t want to make any changes to some of the existing accounts but you want them to remain in the Organization’s chart of accounts, keep it in the import file as it is. If you delete any account from the file then Clickentry will archive that account while importing the file. 
  • Before you import your file, check that the rates used in the file also exist in Xero. If the tax rates on an imported file can’t be found in Xero, they’ll default to ‘Tax Exempt (0%)’. 
  • Don’t change both the Code and Name of an account in the import file at the same time, otherwise Xero will archive those accounts and create new ones.  

If you want to change both the code and name columns in the file, you need to export, modify and import the file twice. During the first import, change the code. During the second import, change the name. 

Download a File in the Clickentry Chart of Accounts File Format 

While using one of Clickentry’s downloadable files, make sure that your file contains data Clickentry will accept. 

Either: 

  • You can export your chart of accounts from your Clickentry organisation or another Clickentry organization you want to use the same chart of accounts as, or 
  • You can download a Clickentry chart of accounts file template. To download the file you need to log into the Clickentry. 

Prepare Data in the File 

Find and open the downloaded file on your computer. 

Before editing the import file, make sure you have read all the key points mentioned in the  Before you start section above, as it carries all the important information about importing a chart of accounts into Clickentry. 

Complete All Mandatory Fields 

All the mandatory fields are marked with an asterisk (*) on the column header in the CSV file. 

Field Description 
Code While entering the code, you can use letters, numbers or symbols, up to 10 characters. Make sure you are not using the symbols at the start of the code.  Make sure the account code you are entering is unique. Clickentry uses Tracking instead of subcodes. 
Name While entering the name, you can use letters, numbers or symbols, up to 150 characters. You can use the symbols within the name but make sure not at the start. Make sure the name you are going to use is unique. 
Type You have to use one of these types (spelled and formatted the same). Clickentry only uses one Accounts Receivable system (control) account and one Accounts Payable system (control) account. If you were using multiple control accounts previously then you have to merge them in Clickentry. 
Tax Code Here you need to add a tax rate for each account. In case you have not selected a tax rate, Clickentry will import account with the rate Tax Exempt (0%). You can update it later. For bank accounts, Clickentry uses the default tax rate T9. When you are using a custom tax rate, you need to include the rate value in brackets. For example, ‘Tax on Sale (10%)’. 
Description Here you can enter a Description to all accounts except bank accounts. You just need to leave this field blank for the bank accounts. 

Format and Save Your Import File 

  • Make sure there must be a column header for every column on the import file. 
  • In case you don’t need an optional field in your import file then you can either delete or leave all these cells blank in the optional column. 
  • By default the format of the Code column is text. 

Finally save the file to your computer in CSV format. 

Import Your File into Clickentry 

  1. in the Settings menu, select Account Settings. 
  1. Click on the Chart of Account under Organization
  1. Click on the Import button. 
  1. Click on Choose File to locate your updated file on your computer. 
  1. Click on the Import button. 
  1. Review the imported file to make sure your accounts don’t have any errors. 
  1. Click Confirm
  1. If your import file includes bank accounts, select your bank account type (BankCredit Card, or PayPal) and add your bank account number. 
  1. Click Save

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