Create Chart of Accounts through Import
There are two methods for creating a chart of accounts. If your chart is large and comes from an accounting system then you may like to import the list. You will need to export your finance system fields to match the sample Excel file provided, for this to work.
To view a sample Excel file:
1. Access the account codes section by browsing to the Configuration > Chart of Accounts
2. Select the Import icon:
3. Click on the link. A pop up will ask if you wish to open or save the sample file:
4. Open the file in Excel by clicking OK. The Excel sample will be launched:
To create a chart of accounts by importing an Excel file:
Structure: The first row of the sample file contains the data structure that must be followed for a successful import.
Chart of Account levels: Your chart of accounts can be defined to the level of granular detail that suits your organisation. For example you may have a high level COA structure which simply classes all income as “Revenue” or “Sales”. Alternatively you may have a cost COA that breaks down Contractors, Consultants, Marketing and Materials; and then within Marketing for example you have a second level that breaks down the categories of marketing that you purchase. You may even categories the types of marketing types specified down to a third or even fourth level.
1. To create a secondary level for marketing, enter the first sub-code in column D with an appropriate code in column C.
2. If your secondary level item (A1.1 Print) needs to have more codes on the next level, enter these code in column F with the appropriate code in column E.
You may keep adding additional levels to your COA structure by following the logic within the sample file – where CodeX and DescriptionX are mapped along your excel columns
Code types can be specified in the next column after specifying all the different levels required in the chart of account.
Code types: are yet another way of categorising the type of COA item that you are entering. As an example you may have code types specified for Opex and Capex, or Site Costs and Building Costs.
Contingency codes can be specified by typing “Yes” in the cell. You may have multiple forms of contingency specified at any level of your CoA structure.
Once the chart of account has been entered into your excel sheet, the range name needs to be specified. The range name “CoA” can be edited via the Name Manager by either modifying the range of the existing CoA name, or deleting and recreating the CoA name range.
Figure 5 Deleting a defined name range
Once deleted, the new range name can be specified by highlighting the range and naming it “CoA”
Figure 6 Creating a new name range called CoA (case sensitive)
Once this is done, save the Excel file.
To import the Excel format chart of account into UniPhi:
1. Select Browse, select the saved Excel file and click the Import button.
Project Costs: Select project cost if you are managing project costs on behalf of a client.
Internal Revenue: Select internal revenue if you are tracking fees received for goods or services.
Internal Costs: Select if you are tracking internal company or project costs.
You now know how to import cost codes.