CSV import: Item GL groups to GL accounts

You can import any number of item GL groups to GL account mappings into Sage Intacct by uploading a CSV file, which can save a great deal of time. For example, suppose you have 100 item GL group to GL account mappings. Instead entering each mapping one at a time, you can easily add the data to the Item GL Groups Map template, then import it as a CSV file.

Get the mapping template

Before you begin the mapping import, you must first obtain the mapping template from Sage Intacct.

To obtain the mapping template:

1. Go to Company > Admin > Subscriptions.

2. On the Subscriptions list, find the Spend Management application, then select Configure.
3. In the Configure Spend Management window, scroll down to the Item GL Groups to GL Accounts section, then select Import mapping.
4. Select Mapping template to download the import template.

Populate the mapping template

Unlike other imports, the item GL groups to GL accounts map import simply imports the mapped relationship between an item GL group and a GL account. The import doesn't support the creation of item GL groups or GL accounts. This means that any data you enter on the template must already exist in your instance of Intacct for it to import properly.

The mapping template includes two data columns:

• GL_ACCOUNT_NUMBER
• ITEM_GL_GROUP_NAME

Best practices

The following best practices will help you prepare your CSV file for upload.

1. From the Import company data list, download a template.
   • Use the latest template, especially following a product release.
   • Use the correct template for the area in which you want to upload information. Different templates organize different types of information. Use a template specifically for the information you need to upload.
2. Use the column descriptions as a guide to entering information.
   • Read the header descriptions in the template.
     The header description is the cell under the header row that explains what type of information is accepted for each column. If you enter information in the wrong format, or with an incorrect accepted value, it will cause an error in your upload.
   • Enter required information.
     Some data is required, while others aren’t. Read the description field to determine which information is required. If you don’t enter required information, your upload will fail.
3. Save the file as a comma-separated value, or CSV, file. If saving from Excel, you could choose the comma-delimited file type.

The file will have the file extension .csv after you save it.
Leave the file open until your import is successful. Excel can sometimes reformat the file if you close it before the import is successful.

Common errors

You can avoid common errors by following the suggestions in this table:

Recommendation	Directions	Notes
Format fields as text.	In Microsoft Excel: Select all cells. Right-click and select Format Cells. On the Number tab, select Text and select OK. Save the file.
Change any date to a short date format.	In Microsoft Excel: Select a column of dates. Right-click and select Format Cells. On the Number tab, select Date and select the short date format. Save the file.	Short date format: 3/15/2009
Remove spaces from your data.	In Microsoft Excel: Select a range of cells. On the Home tab, in the Editing group, select Find & Select and select Replace. In the Find what box, press the space bar once. Leave the Replace with box blank. Select Replace All. A prompt opens telling you how many spaces have been removed. Save the file.	Spaces included in a memo field don’t need to be removed. However, be sure that there are no spaces at the beginning or end of the memo. Trailing spaces can cause an upload to fail.
Remove all commas from the file.		Since the import file is a CSV, a Comma-Separated Values file (sometimes known as a comma-delimited file) any commas in the data automatically shifts information into other fields. This will either cause incorrect information to be imported, or cause the whole import to fail. There are several ways to avoid this issue: Never use commas in numeric amounts. Don’t use commas in any text fields. Put text fields in quotes if you must use commas in text fields.
Make sure that all headers in your file exactly match the headers in the downloaded template.		Don’t change the content of the header. Headers map to fields in Intacct. Changing the headers means that your data won’t up load to the correct locations. You can change the order of the columns in your CSV template. Changing the order of the columns doesn’t affect upload.
ID fields must contain exact references to customers or suppliers.		ID fields are case-sensitive. For example, supplier ID "ven100" and supplier ID "VEN100" aren’t the same. You must enter the ID exactly as it appears in the Intacct system or you run the risk of mismatching transactions to the wrong supplier or customer, or having the upload fail.
When referencing a supplier, customer, term, budget, etc., what you are referencing must already exist in Intacct.		For example, if you’re uploading transactions for a particular supplier, if the supplier doesn't exist as a supplier in Intacct before your upload, your upload will fail. This doesn’t apply when creating new entries for customers or suppliers using the import process.
Number line items sequentially.		For more information about to correctly number line items, see CSV import: Line number examples.

Import the CSV file

Now that you've entered your data and looked through it for any of the common issues imports can have, save your file in CSV format, then import it into Intacct.

To import your CSV file:

1. Go to Company > Admin > Subscriptions.

2. On the Subscriptions list, find the Spend Management application, then select Configure.

3. On the Configure Spend Management page, set the following.

   Import Company Information - options

   Configure spend management page option descriptions

   Option	Description
   Choose file	Select the CSV file that you want to import.
   Date format	If the CSV file includes dates that are not in MM/DD/YYYY format, select the date format that you are using.
   File encoding	Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you might need to select a different type of file encoding.
   Process offline	Some imports can take considerable time, depending on their size and how much processing Intacct must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When Intacct completes the process, it sends an email to the address you provide in the Email results to this address field. Intacct also sends you any errors that might have occurred in the process. If you prefer to wait until the upload process is complete, do not select the Process offline checkbox.
   Email results to this address	Email address to which import results and errors are sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,). Intacct highly recommends entering an email address.

4. Select Import.

After an import, Intacct informs you if the import was successful and how many records were imported.

In a completely successful import, the confirmation page lets you verify all the records in your original file were, in fact, successfully imported without having to manually verify them.

Import offline

Some imports can take considerable time, depending on their size and how much processing Intacct must do to the data. When in doubt, select Process offline on the import utility page.

When the offline process is complete, Intacct sends an email to the address you entered in the Import Company Information dialog (where you imported your file).

Handle errors