Transaction Import
Importing a Trial Balance from a .csv (comma delimited) file
Prior to import within CCH Trust Accounts:
- Set up the client matching the client code within the CSV file e.g. client code: TAIMP
- The year end in nominal client details must match the date in the CSV file, e.g. 30/06/2019
- Within the Nominal Ledger>Nominal Accounts ensure you have the matching nominal codes within the CSV file. Important to check before import.
Preparing the file to import:
- File naming convention
All file names must start with TRIM (lower or uppercase) followed by ?????, where ????? is any number of alpha/numeric characters, e.g. trimtest123.csv
- File structure (Excel .csv)
The line below illustrates a typical journal entry starting with column 1 (A).
A,4,C,TREN02,06/07/2019,658.45,7051,0001,N,”investment income”
See the tables at end of this helpsheet for translation of example above.
Importing the .CSV file:
1. Within CCH Trust Accounts go to: Activities>Global Operations>Transaction Import…
2. Click on the ‘Browse’ button, select the prepared “trim” file e.g. trimtest.csv, click Open.
3. Click on the ‘Review’ button and the status column will change from ‘Untested’ to ‘Valid’ indicating the data is ready to import.
4. If the status changes to ‘Invalid’ check your data using the Edit button row by row to view the errors and make corrections, those with an error will not have a tick in the valid column.
5. When all entry status display ‘Valid’ deselect the ‘Review only’ tick box, the Review button will change to Post, select Post. The status column will change to “Posted”.
Using Headers and Splits
1. Where transactions to be imported consist of a Header row and multiple splits rows and the status is Invalid then the use of the ‘Splits’ button will indicate any codes which are missing on the client’s nominal accounts. Click in the header row and select Edit.
2. Then click on the splits button:
3. You can then check for any accounts marked ** invalid code **. If they exist in the master chart of accounts then they will be automatically added to the client’s chart on importing, so no further action is needed if all the rows are showing as Valid.
If they are not in the master chart then pressing F2 in the Account column will take you to the client’s chart where you can click on Other - Copy from Master and New to add the new codes at a master level. Then select the new master code to add it to the Client chart of accounts. This should then validate the row in the splits view when you cancel from the Edit Split Nominal Codes screen.
4. If the codes all exist, then the posting details screen will appear when clicking on the Splits button as above rather than the Edit split nominal codes. In this view all the nominal codes and values can be edited prior to import in the same way as in the posting details screen for a manual entry. The unallocated amount should be zero.
5. When you are ready and all rows are Valid, untick Review only in the main Transaction Import screen and the review button changes to Post.
6. Click Post to load the transactions into the client.
Importing divisions
From version 2022.1 the division for a transaction can now be specified as field 35 and is optional.