Upload Transactions

Uploads financial transactions into the general ledger of one or more Exact Online companies. An Excel sheet with a pre-defined format is used as the source of the transactions.

The limit of approximately 1 million rows is considerably larger than the Exact Online default. This app will help you import large volumes of transactions into the general ledger across multiple companies in one go.

However, take note that each individual upload must be completed within 3 minutes.

Transactions are grouped from individual transaction lines by the journal code and entry number.

The actual internal uploads take place in many small parts to circumvent limits in the Exact Online APIs.

Setup Sample

A sample Excel import file is available with the following contents:

The result in Exact Online will look similar to:

Parameters

The following parameters can be specified:

•Exact Online company division code to be used when the Excel sheet contains no explicit value for division code.

•Original system group to relate the import file with the import result.

•Excel workbook to upload with extension 'xlsx'.

Excel Format

The Excel workbook must contain a worksheet with the name 'General Ledger Transactions'. The contents of the first row are ignored to leave space for column headings.

The columns from left to right are:

•Exact Online company's division code (optional).

•Journal code.

•Entry number.

•Financial year.

•Financial period.

•Description.

•Entry date.

•General ledger account code.

•Amount.

•Cost center code.

•Cost unit code.

•Currency code.

•VAT code.

•Account code.

•Project code.

•Start date (deferred accounting).

•End date (deferred accounting).

Checks

The following checks are performed before loading the data into the Exact Online companies:

•The Exact Online company's division codes must all refer to an active company the user has access to (gmr001).

•The journal codes must refer to existing journals in the companies (gmr002).

•The cost center codes must refer to existing cost centers in the companies (gmr017).

•The cost unit codes must refer to existing cost units in the companies (gmr018).

•The project codes must refer to existing projects in the companies (gmr019).

•The account codes must refer to existing accounts in the companies (gmr020).

•The VAT codes must refer to existing VAT codes in the companies (gmr021).

•The currency codes must refer to existing currency codes in the companies (gmr022).

•The general ledger account codes must refer to existing general ledger accounts in the companies (gmr003).

•The financial years and periods must refer to existing financial years and periods in the companies (gmr004).

•The summed amount across each company, journal code and entry number must be 0 (gmr005).

Output

The output is an Excel workbook with the following worksheets:

•Overview of the data imported.

•Results, with one row per fragment uploaded to Exact Online.

The results include a column with XML to manually correct and re-load individual failed transactions.

Limits

There are no limits on the number of records that can be uploaded in one upload. However, Excel poses a limit of 1 million rows per worksheet.