Journal entry import details
A journal entry records debits and credits to be posted to general ledger accounts. Each journal entry contains the data significant to a single business transaction, including the date, the amount to be credited and debited, a brief description of the transaction, and the accounts affected.
Supported Operations
With file import, you can import external journal entry records into QuickStart and update existing journal entries.
The following operations are supported for this record type:
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Create a new record
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Update an existing record
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Create new or update existing records
For more details about these operations, see Import a file.
Permissions and Features Required for Importing Journal Entries
The following access profiles can import journal entries:
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Account administrator
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Full business access
For more information about access profiles, see What is an access profile?.
Fields Required to Import Journal Entries
When importing journal entry records, the following fields are required:
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Primary column: Enter a number in this field. The number of rows with the same primary column number determines the number of lines that will appear in your journal entry. For example, if two rows share the same primary column number, you will create two lines in your journal entry.
Conversely, the number of rows with different primary column numbers determines the number of journal entries you will create. For example, if you have four rows with two different primary column numbers, you will create two separate journal entries.
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Journal entry purpose: Enter a description in this field. This information should help you understand the journal entry’s function and identify it on a report or a list.
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Posting period: Enter the name of the posting period in this field. For example, if the period name is Jan 2024, enter Jan 2024.
Note:
In Microsoft Excel, set the data format to text in the Convert Text to Columns Wizard.
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Transaction Date: Enter the journal entry date in this field. The date format is MM/DD/YYYY.
Note:
In Microsoft Excel, set the data format to text in the Convert Text to Columns Wizard.
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Line > Account: Enter the account number and the name of the account. For example, enter 1100 Accounts receivable.
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Line > Credit (amount): Enter a credit amount in this field. If you enter a credit amount, don’t enter a debit amount on the same line.
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Line > Debit (amount): Enter a debit amount in this field. If you enter a debit amount, don’t enter a credit amount on the same line.
To avoid errors during import, make sure the field values correspond to the field values in your QuickStart account.
Usage Notes
You can import journal entries from third-party systems using the processes detailed in Import a file.
To import new journal entries or update existing journal entries, go to the Journal entries page, and select Actions and then select Import data.
The Journal entry import dialog on the journal entries page is specifically for the Create new or update existing records operation. If you want to use other operations, go to the File import page and select Import.
You can download a CSV template file for journal entries from the Journal entries or File import page. This file includes all editable fields on a journal entry. You should remove unnecessary optional columns before importing to prevent errors. For more information about generating the CSV template, see Work with the CSV file template.
Example of Journal Entry Import File
The following table is an example of the JournalEntry_CREATE_OR_UPDATE.csv file. This example creates one new journal entry record with two journal entry lines.
| Primary column | Journal entry purpose | Posting period | Transaction date | Line > Account | Line > Credit (amount) | Line > Debit (amount) | Line > Description | Line > Person or Company |
|---|---|---|---|---|---|---|---|---|
| 1 | Example | Jan 2024 | 1/1/2024 | 1100 Accounts receivable | 100 | Line 1 | Example Company | |
| 1 | Example | Jan 2024 | 1/1/2024 | 4100 Service revenues | 100 | Line 2 | Example Company |
The Line > Description and Line > Person or Company fields are optional.