Import trial balance

1. Go to the Trial balance (GL303010) window.
2. In the Import date field, specify the date of import. By default, the system business date is specified in this field.
3. In the Period field, specify the financial period to which the imported data should be posted.
   We recommend that you import the trial balance for at least one period prior the period in which you start using Visma.net ERP.
   For example: If you start using Visma.net ERP in 01-2021, you import the trial balance for at least 12-2020.
4. In the Branch field, select the branch of the organisation whose trial balance is to be imported.
5. In the Ledger field, select the ledger to which the imported data should be posted.
   By default, this is the default posting ledger specified in the Ledgers (GL201500) window.
6. In the Control total field, enter the control amount to be used to validate the total amount of the balance to be imported.
   This amount is equal to the sum of the debit totals (of the asset and expense accounts) and the credit totals (of the liability and income accounts) of the trial balance.
   This field is available only if the Validate batch control totals on entry check box is selected in the General ledger preferences (GL102000) window.
7. On the Transaction details tab, perform the following steps to prepare for the import:
   1. In the table toolbar, click Load records from file.
   2. In the File upload dialog box, select the required file and click Upload.
   3. In the Common settings dialog box, do the following and click OK:
      • In the Null value field, type the character that is used as the null value in the source file, or leave this field empty.
      • In the Culture field, select the locale in which the data is presented in the source file.
      • In the Mode field, select the Insert all records option to update records existing in the system.
   4. In the Columns dialog box, for the columns in your file, select the appropriate property name. Click OK.
      The records are exported from the file to the table area of the Transaction details tab.
   5. In the table, select the unlabelled check box next to a record or all records.
   6. In the table toolbar, select the Validate action, and click Process (to validate selected accounts) or Process all (to validate all accounts in the list).
      The system performs most of the mapping automatically.
   7. If there are unmapped accounts or subaccounts, map them manually to the corresponding internal accounts or subaccounts.
   8. If there are duplicate accounts or subaccounts, on the table toolbar, select the Merge duplicate action, and click Process or Process all.
      After that, select and process the Validate action once again.
8. Review the list on the Exceptions tab.
   If you perform periodic imports and the target ledger contains records, this tab displays the list of accounts and subaccounts (with their balances) that currently exist in the ledger for the period you are importing the trial balance for and that are not present in the data being imported.
   For details, see: Import trial balances - overview.
9. Check the Debit total amount and the Credit total amount in the top part. Clear the Hold check box.
   The import entry gets the Balanced status.
10. Click Save in the window toolbar.
11. Click Release in the window toolbar.
12. In the Journal transactions (GL301000) window, release and post the batch generated for the imported trial balance.

If you are going to import the trial balance for more than one financial periods, you have to import the trial balances one by one successively, and release and post each generated batch before you import the trial balance for the next period. It is required because the system generates journal entries in the amount of the difference between the ending balances of the previous period and the imported balance of the next period.