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Journal Entry Import

Import balanced accounting journals from a POS or another system when you already have the debit and credit breakdown.

This updates ledger accounts. It does not create invoices, bills, customer or vendor allocations, or sales-tax detail for the Sales Tax Report. Use the income or expense import when that is the kind of record you need.

File format

Select Journal Entry Import in Import & Data. Use a UTF-8 CSV no larger than 0.5 MB with all six headers below. Columns may be in any order; extra or duplicate columns are rejected.

Journal No,Journal Date,Account Name,Description,Debits,Credits
  • Journal No: your external reference, repeated on every line belonging to that journal. It is case-sensitive and can contain up to 100 characters.
  • Journal Date: the same date on every line of a journal, in YYYY-MM-DD format. Dates in closed periods are rejected.
  • Account Name: the full name of an existing account. Matching ignores letter case, but names must identify a single account. Calculated accounts and foreign-currency accounts are not supported.
  • Description: the first line supplies the journal description, up to 300 characters. Later lines must repeat it or leave it blank.
  • Debits / Credits: exactly one must be positive on each line; the other may be zero or blank. Use at most two decimal places, without currency symbols or thousands separators.

Each journal needs at least two lines, with total debits exactly equal to total credits. Amounts are in the business's base currency. Lines sharing a reference belong to the same journal even when they are not next to one another in the file.

Validation and duplicate protection

PiggyZen validates the whole file before saving. If any journal fails, no journals from that file are imported. Correct the reported errors and retry the complete file.

A reference already imported into this business cannot be used again, even if its journal was subsequently deleted. Keep a record of the references used. When splitting a large file, keep all lines of each journal in the same file.

After importing

Check the number of journals imported, review them in View Journal Summary, and compare ledger totals with the source system. Avoid importing journals for sales or expenses that have already been recorded through another workflow.