Import accounting entries from a flat file

The import module allows to import accounting bookings from a flat file.

The source file has to be a *.csv delimited by semi-columns defined as follows :

Field Number	Field Name	Description	Data Type	Max. Length	Decimals	Description of the contents of the field
1	Date	Date	Date	10	-	Compulsory Format dd.mm.yyyy
2	Voucher Nb.	Accounting document Nb.	String	10	-	Optional
3	Text	Input phrase	String	100	-	Compulsory If the import concerns a predefined entry, you can fill this field with its code (short description). WinBIZ will automatically fill in: - The debit account; - The credit account; - The amount.
4	Cpt_debit	Debit account	String	12	-	Compulsory
5	Cpt_credit	Credit account	String	12	-	Compulsory
6	Montant	Amount	Numerical	15	2	Compulsory
7	Journal	Ledger	String	1	-	Optional. The admitted codes are: - d: Miscellaneous; - s: Wages; - a: Purchases; - v: Sales; - i: Inventories; - m: Assets; - o: Starting balances; - b: Closing; - x: Reversals. If the WinBIZ installation has NOT only the accounting module activated, ONLY the d code should be used.
8	ME_cours	Exchange rate	Numerical	12	6	Compulsory if the entry is in a foreign currency
9	ME_mnt	Amount in foreign currency	Numerical	15	2	Compulsory if the entry is in a foreign currency
10	TVA_taux	VAT rate	Numerical	5	2	Compulsory if the entry includes VAT The VAT rate is automatically retrieved from the VAT type specified in the field Nb 20 if this field is not filled in. Otherwise, the VAT rate will be taken from the VAT rate specified in the account subject to the VAT.
11	TVA_mnt	VAT amount	Numerical	15	-	Compulsory if the entry includes VAT
12	TVA_cpt	Account subject to the VAT	String	1	-	Compulsory if the entry includes VAT. The codes admitted are: d : Debit account is subject to VAT c : Credit account is subject to VAT
13	TVA_typ	VAT type	Numerical	1	-	Compulsory if the entry includes VAT. The codes admitted are: - 1 : No VAT -2 : VAT due (to be paid) - 3 : Input VAT - 4 : Excluded tax The VAT type is automatically retrieved from the VAT type specified in the field Nb 20 if this field is not filled in. Otherwise the VAT type will be taken from the VAT rate specified in the account subject to VAT.
14	TVA_meth	TVA calculation method	Numerical	1	-	Compulsory if the entry includes VAT. The codes admitted are: 1 : Gross 2 : Net If you choose the Net type, WinBIZ will automatically create a 2nd line containing the VAT. The VAT calculation method is automatically retrieved from the VAT type specified in the field Nb 20 if this field is not filled in. Otherwise the TVA calculation method will be taken from the account subject to VAT. As last resort, if nothing is specified in the account, the Gross calculation method is used by default.
15	TVA_soum	Share liable to VAT in %	Numerical	6	2	Optional. WinBIZ defaults this value to 100% if the value is omitted.
16	Ecr_monnai	Foreign Currency Code	Numerical	4	-	This column is ignored during the import. The currency of the entry is defined by the currency of the accounts involved in the entry.
17	Ecr_monqte	Quantity of the Foreign Currency rated	Numerical	6	-	Quantity of the foreign currency to which the exchange rate is applied. The 0 value is allowed only for the entries using only the local currency.
18	Comment		String	80	-	This column is ignored during the import.
19	Ecr_ana	Analytical entry	String	20	-	Analytical account number. It's not possible to use distribution diagrams.
20	Ecr_vtcode	VAT Code or VAT Number	String	20		If the VAT type has to be specified via the VAT code manually entered by the use in the VAT types, then use: <vt_code=ABC> : where the VAT type Code is ABC If the VAT type has to be specified via the VAT number used in the VAT types, then use: <vt_number=220> : where the VAT number is 220 Keep in mind that, in case you have more than one VAT type using the same VAT number, the first one will be selected. The first solution, via the VAT Code, is the more precise and flexible.

General considerations:

The file to be imported must contain all the columns mentioned above. The order of the columns is compulsory.

The name of the fields does NOT determine the content.

The optional fields must be in the file, but can be left empty.

Some programs can generate NULL values in their exports. This value is not always supported during the import. The only way to know if it is possible to exploit the files created by your program is to test them yourself.

If you import entries without foreign currencies and without VAT, you can create a file and fill in only the columns from 1 to 6.

If you import entries involving foreign currencies, fill in columns 1 to 9, and columns 16 and 17.

Entries are automatically numbered by WinBIZ during the import. This is in order to avoid duplicates.

Only "simple bookings" can be imported. If you have to import "multiple bookings" you will need to import a "simple booking" for each line that composes the "multiple booking".

frequently asked questions