Import Account

This feature allows for the importing of Account information into the Unanet system. Note that you cannot currently import the contents of the Accounts >> Organization tab via this import mechanism.

Roles

This screen is available to users having any of the following roles: Administrator, P&R Administrator.

License

This feature is available with any Unanet edition.

Performance Tip Note: Depending on the number of users in your installation and other factors such as the overall performance of your platform, the activity of importing one or many files may take up to several minutes. Should this be the case with your installation, you may want to consider running these processes at non-peak times to minimize database contention.

Topics covered on this help page include:

Import File Record Layout (field by field descriptions)
Import File Format (generic rules and Excel spreadsheet tips)
Excel Template (spreadsheet template containing column headings)
Import Screen (invoking the import via the user interface)

Import File Record Layout

IMPORTANT: Note that there are multiple places within this documentation that say you MUST use double quotes for the strings in your import. If you are working in Excel, Excel will provide the double quotes and thus you do not need to add them in manually. Manually adding double quotes within Excel would result in multiple sets of double quotes in the resulting .csv file and thus cause an error (should you attempt to import that resulting file). Please see Excel Tips for more information.

		Field Header Name	Required/Comments
1	A	Account_Code	ALWAYS REQUIRED. This is the name/code you want to give the account and it must be a unique code. If you are attempting to update an existing account, this value must exactly match an existing account code in your system. You can use this import to change the Account Code for an existing account by supplying the following syntax in this field. "!RENAME!,old_account_code,new_account_code" -- this entire string must be enclosed in double quotes. For example, if you were attempting to change: Existing Account Code "10-00-000" to "10-00-0000", the import file would include the following in this one field: "!RENAME!,10-00-000,10-00-0000" Maximum Length: 25 characters See the Excel Tips regarding the use of double quotes and more.
2	B	Description	REQUIRED ON ADD. Additional description or comments about this account. Maximum Length: 128 characters
3	C	Account_Type	This field is used to indicate the type of account. Valid values include a single character code: A - Asset -- When adding a new account, A will be the default if no value provided. L - Liability R - Revenue E - Expense An existing account's account type cannot be changed once transactions have been posted to that account. Maximum Length: 1 character
4	D	Active	This field allows you to specify whether this Account will be available for use on new associations. The valid values for this field include "Y" for yes, and "N" for no. If you do not supply a value, the field with default to "Y".
5	E	Entry_Allowed	This field allows you to specify whether this Account will be available for transaction entry. The valid values for this field include "Y" for yes, and "N" for no. If you do not supply a value, the field with default to "Y".
6	F	Entry_Begin_Date	This field is used in conjunction with the Entry_Allowed attribute. Any value provided in this field must be less than the Entry_End_Date. When Entry_Allowed for an account is defined as Y, the value in this field can be used to further constrain when transactions can be entered using the account (the account will only be available for transaction entry if the post date is greater than or equal to this date). If no value is provided during an account add, BOT will be the default value. When Entry Allowed for an account is defined as N, the value in this field will be ignored. Recommended date format: yyyy-MM-dd See Allowable Date Formats for more options.
7	G	Entry_End_Date	This field is used in conjunction with the Entry_Allowed attribute. Any value provided in this field must be greater than the Entry_Begin_Date. When Entry_Allowed for an account is defined as Y, the value in this field can be used to further constrain when transactions can be entered using the account (the account will only be available for transaction entry if the post date is less than or equal to this date). If no value is provided during an account add, EOT will be the default value. When Entry Allowed for an account is defined as N, the value in this field will be ignored. Recommended date format: yyyy-MM-dd See Allowable Date Formats for more options.
8	H	Project_Required	This field is used to determine whether a project will be required for any transactions posted to the account. These transactions will be posted to both the GL and the Project systems. The valid values for this field include "Y" for yes, and "N" for no. If you do not supply a value, the field with default to "N".
9	I	Financial_Parent	This field is used to optionally designate another account as this accounts parent (in a "Financials" account hierarchy). This hierarchy could be used to group accounts for use in financial statements setup and in various other financial statement lookups and reports (ie reporting by account level 1, 2, 3, etc.). The accounts valid for this field include all active accounts excluding any child accounts of the current account (that is, an individual account cannot be associated within a single account hierarchy more than once).
10	J	Cost_Pool_Parent	This field is used to optionally designate another account as this accounts parent (in a "Cost Pools" account hierarchy). This hierarchy could be used to group accounts for use in cost pools setup. The accounts valid for this field include all active accounts excluding any child accounts of the current account (that is, an individual account cannot be associated within a single account hierarchy more than once).
11	K	Delete	This field can be used to trigger the system to delete an Account. In order for the delete to happen, you must include the following text string !DELETE! in this field. Note that you cannot delete an account if it has been referenced elsewhere in the product (ie used in transactions, other setup or defined as a parent to another account).
12	L	Hide_Income_Stmt_Header	This field allows you to specify whether the header record will display in the Income Sheet Statement report for this account. The valid values for this field include "Y" for yes, and "N" for no. If you do not supply a value, the field with default to "N".
13	M	Category_1099	This field is used to provide the 1099 category to be associated with an account. The value supplied is associated with the eventual 'box id' that amounts charged to this account will be associated with on the 1099 form. This field is optional. You can use the special tag !BLANK! to remove an existing entry in this field. Valid values include (note: these values are case sensitive): 1, 2, 3, 4, 5, 6, 7, 8, 9,10,13, 14,15a, 15b,16a,16b These values correspond to: Box 1 - Rents Box 2 - Royalties Box 3 - Other Income Box 4 - Fed Income Tax withheld Box 5 - Fishing Boat Proceeds Box 6 - Medical & Health Care Box 7 - Nonemployee Compensation Box 8 - Substitute Payments Box 9 - Payer made direct Sales Box 10 - Crop Insurance Proceeds Box 13 - Excess Golden Parachute Box 14 - Gross Amount Paid to an Attorney Box 15a - Section 409A deferrals Box 15b - Section 409A Income Box 16a - State Tax withheld Box 16b - Local Tax Withheld

Note: Check out the Unanet Data Model for specific field data types, lengths, and other attributes.

Import File Format

The file to import must be saved in a comma delimited format. The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.

Examples:

acct1,acct_desc1 -- This will create or update an account (named acct1) in the system and add or update the description to be acct_desc1. All other required fields have default values on an add.
acct1,,,,,,,,,,!DELETE! -- Using the special tag !DELETE! -- this will remove the account.

Importing a Sub-Set of Columns using a Field Header Record

If you are not using the default column layout sequence as defined above, you must include a header record (prefixed with an asterisk *), containing the column Header Names for those columns you are including in the import file (to indicated what data is contained in each column). The specific Header Names for each column are listed in the table above.

Example:

#Delete example
*Account_Code,Delete
acct1,!DELETE!
acct2,!DELETE!

#Inactivate an account example
*Account_Code,Active
acct1,N
acct2,N

Excel Template

You can create the comma delimited import file with any number of tools. For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers and required fields noted.

See the Excel Tips regarding the use of double quotes and more.

Import Screen

The Import Account screen simply looks like:

Field Descriptions:

Field	Description
Type of Import	Select the appropriate import type from the list of available types of imports.
File to Import	Enter (or browse for) the file that you would like to import.
Output Options	Specify the level of detail included in the output.

The import process is triggered by pressing the Import button. All Warnings and Error messages are written to the screen and can then be saved if desired. While some line items may be found invalid and rejected, the remaining line items will be successfully imported and saved in the database. The rejected line items will be written out to a file on the Unanet server as well as displayed at the bottom of the Import results page. The rejected record file name will be the import name (from the Type of Import drop-down on the Admin>> Import page) , concatenated with a space and "Errors.csv" (e.g., Item - Master Errors.csv, Alternate.csv, etc.). The file will be placed in the Unanet temporary directory (which is defined by the Temp Directory (Fully Qualified Directory Name) (unanet.temp_directory) Unanet property). You can also click on the Download the error file link at the bottom of the Import results page (sample image follows).