Help CenterGeneral Ledger Trial Balance Import for Historical Periods
Use this form to import the trial balances from third-party software during initial implementation of Acumatica ERP. The data for import should be in .csv or .xlsx format.
SETUP
1. General Ledger Preferences - Sign of Trial Balance - Reversed vs. Normal
This option is typically set during implementation and initial setup. It especially needs to be done before importing trial balances into Acumatica.
This field determines the way the balances of the liability and income accounts are represented in the trial balance. The following options are available:
a. Normal:
i. Credit balances for liability and income accounts appear as positive.
ii. Debit balances appear as negative.
iii. The YTD Net Income account is included in the trial balance.
iv. In this format, the total of all asset accounts equals the total of all liability accounts.
b. Reversed - This is the preferred setting.
i. Credit balances for liability and income accounts appear as negative.
ii. Debit balances appear as positive.
iii. The YTD Net Income account is excluded from the trial balance.
iv. In this format, the total balance of all accounts equals zero.
2. Excel Spreadsheet used for Import
It is preferred that the client provides an Excel spreadsheet containing:
· The chart of accounts that already exist in Acumatica
· The ending balances for the period being imported
The spreadsheet may include separate Debit and Credit columns for reference. However, for the import process, a single column is required to represent the net balance:
· Debits should be shown as positive values
· Credits should be shown as negative values
This formatting ensures that the data aligns with Acumatica'a trial balance import structure and simplifies the mapping and validation process.
PROCESS
1. Navigate to Finance > Transactions > Trial Balance
a) Add New Record
b) Enter the Import Date and select the appropriate Financial Period for the data being imported.
c) Add a Description for the transaction
d) In the Transaction Details section, click ‘+’ Add Row.
i. Click on the Import File icon.
ii. Select the prepared import file (.csv or .xlsx format) by browsing to the File Path where the Trial Balance document is saved. Click Upload.
iii. Click OK on Common Settings.
iv. Map columns for Account and YTD Balance and click OK.
2. In the Action dropdown, select Validate, then click Process All. The Status column will show all accounts Validated or if there is an error, such as not finding an Account exists in Acumatica.
3. Check Debit/Credit Balances
Ensure the import balances are accurate:
a. The debit total reflects the sum of accounts with the Account Type of Asset and Expense.
b. The credit total reflects the sum of accounts with the Account Type of Liability and Income.
c. To confirm accuracy, export the Trial Balance and compare the totals with the original file.
d. Note: Debit and credit totals on the Trial Balance screen are based on account types, not actual debits and credits.
e. If discrepancies appear, it may be necessary to run Validate Account History.
4. Click Release to finalize the import - This action creates a Journal Transaction that adjusts account balances according to the imported trial balance data.
5. Journal Transactions – This screen should open automatically after completing the step above. This journal entry represents the calculated difference between the balances already recorded in Acumatica (from previous periods) and the values from the imported trial balance. Once posted, the Trial Balance reports will reflect the correct balances as imported from the file.
b. The Journal Transaction will be in Balanced status, which allows for a final review before committing the changes.
c. Once the entry has been reviewed and confirmed accurate, click Release to post the journal transaction and update the General Ledger.
