You can import CSV data into Easy Books by selecting Import in the File menu.
Note: When you import data, it is not immediately saved to your business. Instead, the app presents a preview showing a list of the transactions as read by the import process. You can double-click them to open them, make changes as necessary and save them. Once you're happy with the transactions in the preview list, these can be added to your business.
If a transaction in the import file already exists in the business it is identified as a duplicate and not imported. Note that two or more transactions that look the same in the import file but do not appear in the business are not classed as duplicates, the assumption is that the import file has already been de-duplicated.
To be identified as a duplicate the transaction must have a matching date, description, transaction type, number of splits, accounts, amounts, tax and detail.
A CSV (Comma Separated Values) file consists of text fields separated by a comma. If the text field contains a comma, the field should be enclosed by double quotes ("). Line breaks are allowed if quotes are used. Easy Books recognises CSV files formatted according to RFC 4180.
Easy Books recognises the following columns:
To import splits, leave the Date, Description and Account 1 fields blank for the second and later splits. For example,
Date, Description, Account 1, Account 2, Amount, Detail 1 Jan 2015, INV00001, Customer A, Sale of goods, 100.00, "1 Red Widget" , , , Sale of goods, 5.99, "Postage and packing"
Note: It isn't necessary to space the columns as above, this is only spaced to make it easier to read.
As an alternative to specifying the VAT as separate columns, you can follow the same format as described in Split Transactions. Leave the all fields blank apart from the Account 2 and Amount (or Dr/Cr) fields. Set Account 2 to one of the appropriate VAT account names such as "Vat sale standard" and include the amount of tax in the amount field. When the tax appears like this, Easy Books sets the tax amount in the split just above.
Date, Description, Account 1, Account 2, Amount, Detail 1 Jan 2015, INV00001, Customer A, Sale of goods, 100.00, "1 Red Widget" , , , Vat sale standard, 20.00, , , , Sale of goods, 5.99, "Postage and packing" , , , Vat sale standard, 1.20,
If you have purchased the "Foreign Currencies" add-on you can import transactions into your foreign currency accounts. To do this you must supply amounts for both the business currency and the account currency.
Simply add new columns to the CSV file with the currency in brackets.
Date, Description, Account 1, Account 2, Amount (USD), Amount (GBP), Detail 1 Jan 2015, P-123653, Supplier A, Cost of sales, 100.00, 160.00, "10 Red Widgets"
The following CSV file contains some simple example transactions; a sale, a transfer and a purchase. To import the CSV file into Easy Books, follow these steps:
Using the CSV file below might be a useful way to learn the format expected by Easy Books.