CSV Import

Preface

The following information should be thoroughly read through and understood before you use the CSV Import Tool. Incorrect use can lead to erroneous and/ or corrupted data. There is  no means of an automated reversal thus will require your manual rectification.

Although we endeavour to make your experience as intuitive, and seamless as possible, your data is your responsibility and you must ensure your operation of the CSV Import Tool follows the procedures as are outlined in these articles, and that your data is formatted as to at least match our minimum requirements.

What is the CSV Import Tool?

Our CSV Import Tool provides a means to import large amounts of data into KashFlow via the widely used CSV format. This can drastically reduce the time you spend inserting Nominal Codes, Customers, Invoices, Transactions etc.

The CSV format is one exported by the very large majority of bookkeeping and accounting systems, as well as bank sites and other services, allowing for a relatively quick and efficient means of migrating your information.

Where is it Located?

    1. You can get to the CSV Import Tool from within the KashFlow Bookkeeping account by navigating to:
      Settings > Import Data > Import CSV Files
    2. A new tab (or window) will open within your browser dedicated to the CSV Import Tool. Therein you will be prompted for the Username and Password for the KashFlow Bookkeeping account. This is how the KashFlow Import Tool confirms the data you intend to import is targeted for the correct account.
       
      The Password
      The CSV Import Tool although being available even if the API may not be “Enabled” for the KashFlow Bookkeeping account, still uses the API Password that is set therein. By default, the API Password is set to be the same as that which is used to log-in to the account, though this could have been changed before being disabled and thus still used for the CSV Import Tool.

If you are an accountant attempting to do the CSV Imports on behalf of a Client, you will need your Clients credentials as your KashFlow Connect credentials will not work and your attempt at accessing the Importer will fail. If you do not have access to, or do not wish to use your Client’s account password, then you are able to utilise the aforementioned API Password.

Please note, although we permit the use of the CSV Import Tool on the Starter Package, the the API Settings remain beyond the available features for this subscription type.

What Can I Import?

You are able to import the following data types into KashFlow via the CSV Import Tool:

  1. Nominal Code
  2. Product (Stock)
  3. Customer
  4. Supplier
  5. Invoice
  6. Receipt (Purchase)
  7. Invoice Payment
  8. Receipt Payment (Purchase Payment)
  9. Bank Transaction
  10. Journal Entry

The CSV Import Tool does not handle Bank Accounts and as such they must all be entered manually within the KashFlow Bookkeeping account before you import any CSV data.

Once you have manually created your Bank Accounts within KashFlow, you can then import the rest of the data in the order they are listed above. It is imperative that the data in inserted within KashFlow in this defined order otherwise the data will either be imported for erroneous default values, or fail to import at all.

Mapping

Mapping is essentially organising your data by labelling the columns of the uploaded CSV file so KashFlow knows how to handle them. Most of the time this will just involve copying and pasting the data in to the appropriate template as are provided within our type-specified CSV articles.

Some of our columns are required, and some are optional – the article for every import template will advise on what information must be included for a successful import, and what can be omitted. However, you should practise the following across all imports where possible:

  • Any date specific columns are not specially converted for display, and are plain text data simply written in a DD/MM/YYYY format
  • All required data occupies the first few columns, to ensure each row is led with the minimum number of empty cells
  • Any cells that pertain to inherent numeric or decimal values cannot be left empty. For records you feel need be left blank insert a 0.
  • Any columns you think you would label as “Ignore” are removed from the CSV file prior to the import

Not implementing the above points may result in generic unspecified failures upon importing.

Formatting is also crucial; the articles will also explain how your data should be formatted, and include examples, too. You will also be able to download the individual CSV Templates by simply clicking the Download Template link.

More information on Mapping can be found here

Downloading the Templates

Click the links below to be taken to the relevant article where you can also download a sample template

If you ever encounter difficulty please do not hesitate to contact the KashFlow Bookkeeping Support Team via support@kashflow.com

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