Import entries

You can save a lot of time by importing financial entries. These can be entries from other software or from a different Profit environment. You can import opening balances as well as other entries using Financial / Management / Import ledger / Financial changes.

This subject looks at the most important aspects regarding the import of financial entries. If you are not familiar with the import functionality, then first read the general explanation.

Multiple administrations

If you have multiple administrations, you can import financial entries for multiple administrations in one file at the same time. To this end, the import for financial entries includes the field Administration so that the administration code can be read. If the Administration field is set to Default value (default value for importing) in the import definition, then the import is intended for the current administration.

Sales entries / sales invoices

If you import financial entries then technically these are not invoices and they cannot be seen on the Invoices tab of the sales contact. After all, the invoice is created in another software module. You can use the imported financial entries to perform the financial settlement in Profit. You can only find the imported financial entries in the sales contact on the Entries tab.

Note:

Since invoices from the Profitintegration modules are built up based on items (articles, subscription articles, work types, costs etc), you cannot import them. It is technically very difficult to create and maintain an import for them because different levels are present in an invoice (header, detail and footer). However, if you do want to import invoice lines, you can use the Profit Connector (via the connector 'FbSales' or 'PtLinesToBeInvoiced' (specifically for projects)). This means that in Profit you still have to journalise invoices to Profit Financieel.

Import sequence

You import entries in the correct sequence:

• Opening balance entries
• Purchase entries
• Sales entries
• Bank entries
• Other

  Note:

  Thus you first import the purchasing and sales entries and then the bank entries. In this way, the outstanding items (from the purchase and sales entries) do not mistakenly remain open.

Use a separate import file per journal.

Lines per journal entry

The import file will generally contain multiple journal entries. For this reason, Profit needs to be able to determine which lines belong to each particular journal entry. The entry lines for a journal entry must follow each other directly in the import file. Profit determines which lines to import based on the following data:

• Journal
• Entry date
• Journal entry number
• Voucher number

If one of the above data elements changes, Profit sees this as the start of a new journal entry. A correct sorting of the lines will stop Profit from rejecting lines during the import.

Sort as follows:

• Purchase and sales journal entries

  Sort these by journal entry number /journal entry sequence number.

  You can use this sorting, for example, for importing financial entries from another Profit Financieel environment. If these fields are not present in the import file, then use the following sequence for the invoices:

  • 1st line: Debtor or creditor with the full invoice amount
  • 2nd line: turnover or cost account with the turnover or cost amount
  • 3rd line: VAT amount

  Note: 

  Profit assumes that an invoice always starts with the debtor or creditor. Therefore it is very important that you use the above sequence for the invoices.

• Other journal entries

  Sort these by journal entry number. If no journal entry number is present in the import file then sort by voucher date/voucher number.

  Note: 

  Any counter that you link to the journal in question does not use an import. Thus, when importing a journal for which you also make manual entries, bear in mind that Profit does not increment this counter.

Journal entry with VAT in two lines in the import line

An example of the journal entry is the following:

You select the VAT amount in the same line import option check box.

Journal entry as one import line

Each import line contains the entire journal entry, for example:

Select the following import option check boxes:

• VAT amount in the same line
• Contra account on the same line

You can also specify the contra account as a Fixed value in the import definition. Profit then makes the journal entries against this account. This can be useful, for example, for importing opening balance entries.

Debtor, creditor and account numbers

In an import file with financial entries, the account numbers for ledger accounts, debtors and creditors may appear in one, two or three columns. You specify this in the Processing accounts import option.

• Account numbers in one column

  If the account numbers for ledger accounts, debtors and creditors are in one column, then it has to be clear whether the account number is a ledger account, a debtor or a creditor. You have two options:

  • The account feature is in a separate column in the import file. Use the following values for this:

    G = Ledger account

    D = Debtor

    C = Creditor

  • Profit determines the feature automatically if you check the Rekeningkenmerk automatisch bepalen import box. You can only use this option if you use separate number ranges for the ledger accounts, debtors and creditors. These number ranges must not overlap each other.
• Account numbers in two columns

  The import file contains one column for ledger account numbers and one column for debtor and creditor codes. For the debtor and creditor codes, add a column with the codes D or C, or have the account feature determined automatically.

• Account numbers in three columns

  Because the numbers are in separate columns, no further specification is required.

Debit and credit amounts

The debit and credit amounts for the entries can be in one or two columns.

• Amounts in one column If the amounts are in one column, then you indicate if they are debit or credit amounts. The following options are available (select the correct value in the Processing debit/credit import option):
  • Amount column with sign

    The amount column contains a sign that distinguishes the debit amounts and the credit amounts. Credit amounts are indicated by a minus (-) sign. This sign may be before or after the amount. Debit amounts either have no sign or are indicated by a plus (+) sign. If a plus sign is used then it must precede the amount.

  • Sign in a separate column

    The import file contains one column with the amounts and one column with a debit/credit indication. Select Use indication column in the Processing debit/credit import option. Next, specify the signs you use, for example C and D.

• Amounts in two columns. Since the import file contains separate debit and credit columns, you do not need to specify the amounts further.

Lines rejected during import

It can happen that Profit is unable to import the import file successfully the first time. If this is the case (for example, Profit has found errors), you do not reimport the whole file. Profit has after all imported the correct lines. The rejected lines can be found in a separate file. You define the location for this file in the import definition.

Note:

If you import one journal entry with several lines then these must always be balanced. If the import has an error on one line, then Profit will not import the entire journal entry because it is not balanced.

Project entries

If you want to import project entries together with the financial entries, you must use the Project field of the project entry.