Import Chart of Accounts

How to Import a Chart of Accounts into IPA Books+

 

1. Select the Chart of Accounts option from the settings menu

 

 

2. Select the Import chart of accounts option

 

   

 

3. Select your chart of accounts file to import. File types accepted are: csv and txt. You can either click Browse or drag drop your chart of accounts file into the box.

 

 

4.  Configure the mapping options for your selected file

 

The column separator option allows you to tell IPA Books+ how the file handles columns. There are three choices available; Comma (default for CSV files), tab character and specific character (where you specify the character that has been used in the file).

 

The sub account separator option allows you to tell IPA Books+ how the file handles sub accounts. There are two choices available; colon character and the forward slash character.

If you file uses a character other than the colon character or the forward slash character, then you will need to edit the file, replacing each instance with either the colon character or the forward slash character.

 

The text qualifier option allows you to tell IPA Books+ how to handle any text qualifiers characters in the file. There are three choices available; single quote character, double quote character and none.

A text qualifier character is the character that wraps the text inside a column. If your file uses a text qualifier character which doesn't fall under the three available choices, then you will need to edit the file, deleting each instance or replacing each instance with either the single quote character or the double quote character.    

 

The import from row option allows you to tell IPA Books+ which is the starting row in the file that contains chart of account data. If the file contains header rows, then you can use this option to skip over those rows.

 

5. Map the columns that you wish to import using the drop lists available in the header row of the grid. There are eight choices available when mapping columns. 

 

 

Ignore - Use this option for any column that you do not wish to import.

Name - Use this option for the column that contains the account name.

Type - Use this option for the column that contains the account type.

Code - Use this option for the column that contains the account code.

Export code - Use this option for the column that contains the account export code.

Description - Use this option for the column that contains the account description.

Status - Use this option for the column that contains the account status.

Tax code - Use this option for the column that contains the tax code.

 

 

Important things to know when mapping data

  • The required columns to be mapped are; Name, Type and Status. The other columns (Code, Export code, Description and Tax code) are optional.
  • Name and Code values must be unique within the file but also unique within the book.
  • The Type, Status and Tax code columns only accept certain values. If an unknown value is detected, the unknown value will be shown in red and you can update it on the fly using the drop list available to that field.
  • With exception to the sub account identifier character for the name column, the only special characters allowed are the hyphen character and the underscore character. This applies to the following columns; Name, Code, Export code and description.
  • The following character limits apply;
    • Name must be 300 characters of less,
    • Code must be 10 characters or less,
    • Export code must be 30 characters or less
    • Tax code must be 10 characters or less
  • If the selected file uses the forward slash character as the sub account identifier, then once you have configured the sub account identifier option, all instances of the forward slash character in the mapped Name column will be replaced with the colon character, as this is the expected character that is used by IPA Books+.
  • The Tax code column has inbuilt smart mapping. This smart mapping is available for Australian books only. Refer to the tax code mapping section further below for more information on how the smart mapping works.

There are two levels of validation when importing a file;

  1. The first level validation is the mapping validation. This occurs dynamically when completing the mapping process.
  2. The second level validation is the import validation. This occurs when all mapping validation has passed and you action the import.
  • Mapping problems and import errors will be listed separately at the bottom of the import page. Clicking on issue message will show the applicable offending row so that you can correct the issue. If the issue covers multiple rows then the first instance of the issue will be shown.
  • If a column contains a mapping error, the column value related to the mapping error will be shown in red coloured font.

 

 

  • You can select or unselect rows to import using the tick box option which is available on the left side of each row. Only selected rows will be included when actioning the import. 
  • IPA Books+ is designed to work with it's own Account Receivable and Accounts Payable accounts. At this stage we do not allow any other Accounts Receivable or Accounts Payable accounts to be imported or used in IPA Books+. 
  • IPA Books+ has a few system accounts which are restricted accounts. You will not be able to import sub accounts to these system accounts. 
  • In the event that an import partially succeeds (e.g. some rows import successfully and some do not), any rows that failed will be listed with the failure reason in the issues section at the bottom of the import page. Any rows that failed will remained selected in the grid and those rows that were successfully will now be unselected. You can then either correct those row issues and perform a subsequent import.

Tax code smart mapping

Tax code smart mapping applies to books with a region of AU only. Books with UK or NZ regions will not perform any smart mapping of tax codes.

Step 1 - Upload you chart of accounts file

Step 2 - Map/select the required columns: Name, Type and Status

Step 3 - Map/select the Tax code column

The tax code smart mapping will occur automatically once the Type column and Tax code column have been mapped.

How does the tax code smart mapping work?

If the data in the Tax type and Tax code columns match certain values, IPA Books+ will automatically update the Tax code column data using the smart mapping configuration listed in the tables below.

The mapping is not case sensitive.
You can reset the Tax code column data by changing the column header from 'Tax code' option back to the 'Ignore' option. You can also manually override data in each row by selecting the row value and changing it using the drop list available.
If the Type column contains any of the following types (Bank account, Credit card, Accounts payable or Accounts receivable) then the tax code will be removed for each applicable row by the Tax Code smart mapping process. This is because IPA Books+ doesn't allow tax codes on these account types.

Reckon Accounts (RA) smart mapping

Example: If your Tax code column contains the code 'ADJ-P' then it will be updated to 'AJA'

RA code

RA code rate

R1 code

R1 code rate

ADJ-P

10%

AJA

10%

ADJ-S

10%

AJS

10%

CAF

0%

CAF

0%

CAG

10%

CAG

10%

CAI

0%

CAI

0%

CDC

30.88%

CDC

30.87448%

CDG

11.90%

CDG

11.89768%

CDS

18.98%

CDS

18.9768%

EXP

0%

EXP

0%

FRE

0%

FRE

0%

GST

10%

GST

10%

INP

0%

INP

0%

NCF

0%

NCF

0%

NCG

10%

NCG

10%

NCI

0%

NCI

0%

WC

41.90%

WC

41.90%

WET

29%

WET

29%

WGST

12.90%

WGST

12.90%

Xero smart mapping

Example: If your Tax code column contains the code 'GST Free Expenses' then it will be updated to 'NCF'

Xero tax code

Xero tax code rate

R1 tax code

R1 tax code rate

BAS Excluded

0%

None

N/A

GST Free Expenses

0%

NCF

0%

GST Free Income

0%

FRE

0%

GST on Expenses

10%

NCG

10%

GST on Import

0%

None

0%

GST on Income

10%

GST

10%

QuickBooks Online (QBO) smart mapping

Example: If your Tax code column contains the code 'GST Free' then it will be updated to 'FRE'

QBO code

QBO code rate

R1 code

R1 code rate

GST

10%

GST

10%

GST free

0%

FRE

0%

GST free exports

0%

EXP

0%

GST on capital

10%

CAG

10%

GST on non-capital

10%

NCG

10%

GST-free capital

0%

CAF

0%

GST-free non-capital

0%

NCF

0%

Input tax

0%

NCI if the Type column value matches:

Expense or Other expense or Cost of goods sold or Cost of sales

INP if the Type column value matches:

Income or Other income

None if the Type column value is anything else.

0%

MYOB smart mapping

Example: If your Tax code column contains the code 'GNR' and your Type column contains an account type from Group A then it will be updated to 'INP' or if the Type column contains an account type from Group B then it will be updated to 'NCI'

Account type A

Account type B

Asset

Equity

Income

Other Asset

Other Income

Cost of Sales

Expense

Liability

Other Liability

Other Expense

MYOB code

MYOB code rate

R1 code

R1 code rate

FRE

0%

FRE if account type A

NCF is account type B

0%

GNR

0%

INP if account type A

NCI is account type B

0%

GST

10%

GST if account type A

NCG is account type B

10%

CAP

10%

GST if account type A

CAG is account type B

10%

GW

41.90%

WC

41.90%

IMP

5%

None (not available in R1)

N/A

INP

0%

INP if account type A

NCI is account type B

0%

LCT

25%

None (not available in R1)

N/A

N-T

0%

None (not available in R1)

N/A

NTR

0%

None (not available in R1)

N/A

WEG

12.9%

WGST

12.9%

WET

29%

WET

29%

EXP

0%

EXP

0%

ITS

0%

INP if account type A

NCI is account type B

0%

NDT

0%

NTD

0%

PRI

0%

None (not available in R1)

N/A

QUE

10%

None (not available in R1)

N/A

CON

10%

None (not available in R1)

N/A

How did we do?

Column Filters

Related Articles

Powered by HelpDocs (opens in a new tab)