The Journal Entry import tool is helpful for any user who needs to import data from a payroll provider, Bill.com, Expensify, or any other software option that allows you to export data. It’s easy to take your exported data, format it to the provided Aplos import template, and import it to your Journal Entry import page.
Formatting Your Import File:
You’ll find the Aplos import template on your Journal Entry import page. Once downloaded, you can open the template and will see that the first tab titled “Imports” is the template that you’ll need to format your journal entries in to. The following tabs are references for what Accounts, Funds, and Tags you have available in Aplos.
For each journal entry, a Date and Memo are required. This is the unique identifier to distinguish between when a new journal entry starts. You will need to put the date and memo on the first row of your journal entry ONLY. If you were to enter a date and/or memo on each row, it will import unbalanced journal entries that will give an error message.
In the template example, two journal entries are being imported. You’ll notice that the date and memo are listed on rows 2 and 4 only.
Next, you will need to enter your account and fund. Your account will need to follow the format above (NUMBER – NAME). The fund can be the number and name, the fund name, or just the fund number. You’ll also have the option to include a tag. You’ll notice on the template that you exported that have columns added to the right of the Credit column for your tags. These are any tag types that you have enabled. For Standard Accounting users, you will have the “Tags: Custom” option only. For Advanced users, you will have more options, such as “Tags: Departments”, “”Tags: Locations”, “990 Tag”, etc. You will enter your tag’s name for any split on your journal entry. So, for example, if you have tags for your departments, you will see “Tags: Departments” as one of your columns. Then, if you have a department tag for “Administration” you will enter that in the appropriate field. Payee and Note are optional fields.
Importing Your File:
Now that your file is formatted, you’re ready to import it. Click the “Choose File” button and select your file. Then, click “Import & Review.” This will import each individual journal entry as a pending entry.
You’ll notice from the screen shot above that there are 2 journal entries that were imported. These will show in the Transaction List. You can click into each entry to verify that it is correct, then click the green Post button. If you notice any issues, you can click the Cancel button to delete the pending entries so that you can edit your file and re-import.
Once you click the green Import button, these entries will post to your Accounting. Until you click the green Import button, these entries are just pending. Please note that leaving the import page before importing will cancel out the import and delete the pending entries.
You will receive errors after importing your journal entires if you have accounts or funds that do not match your Chart of Accounts, if you’ve forgotten to add a Memo, or if your entry is out of balance. You’ll receive a general error message and will also notice that the entries that include errors are reflected with an alert symbol and red text in the Transaction List. You will need to click into each entry with an error to see the specific issue.
Importing Without a Date:
If you import your template and a date is missing for your first entry, you’ll receive an Aplos Monster error. You’ll need to go back to your template, add a date on the first row, and re-import.
If you miss entering a date on a row other than the first row in your spreadsheet, the journal entry with the missing date will become a part of the journal entry above.
Importing Without a Memo:
If you import your template and forget to include a memo for the Journal Entry, you will receive the following error. Please enter a memo before posting.
Unrecognized Account or Fund:
If on your import template you have included an unrecognized account of fund, you will see a red error message. You will need to enter the correct account to proceed. If you have an invalid fund on your import template, you will notice the error listed above the fund drop down, but the fund will default to the first on the list. Please click the drop down and select your fund. If you do not select a fund, the entry will post using the first fund in the list.
Out of Balance Entry:
You will receive an error if you import an entry that is either out of balance or out of balance by fund. You will need to update your entry to be in balance before you can post. The summary of the journal entry at the bottom will show how the entry is out of balance.
Missing 990 Tag(s):
If you are an Advanced user and have 990 tags enabled, a 990 tag is required to import. You will see red text above any missing 990 tag field. Please enter the appropriate 990 tag to import.
Once errors are cleared on each journal entry you will be able to import any pending entries. Once you import, these will hit your Accounting. Until you post the entry, it is only pending and not applied to your accounting. If you leave your import page at any point, the pending entries will be deleted.
As a side note, Aplos also has a Manual Import tool which will import transactions to one of your register accounts. You can see more about that tool from this guide.
If you need assistance with this process, please feel free to reach out to our support team by emailing firstname.lastname@example.org.
Check out this video to see the Journal Entry Import tool in action (the UI is outdated, but the process is the same):