--- title: "Implementation > Import Finance Chart of Accounts" canonical: "https://technology.bytangram.com/space/TGKB/1072562181/Implementation%20%3E%20Import%20Finance%20Chart%20of%20Accounts" format: markdown --- When first setting up your WorkBook system, a starting set of data will be imported, including your Finance Chart of Accounts information. To import data successfully it is important to understand the data structures and the format required in the import data sheet. Things to note: - Data is imported once, so it is important to ensure accuracy and consistency prior to uploading. - Not all fields are required at import, optional fields can be added to the system manually at a later date when/as required. | **ON THIS PAGE YOU WILL FIND:** | | --- | | > Macro (toc) | --- ## DATA TEMPLATE > ✅ Download the Chart of Accounts import file below. > Macro (attachments) | **COLUMN HEADER** | **FIELD DESCRIPTION** | **FORMAT** | **REQUIRED** | | --- | --- | --- | --- | | **CompId** | The Resource ID of the company the CoA should be added to | Number | Yes | | **AccNo** | Account number, must be unique for each company | Number
> 📝 (May include letters but this is not recommended) | Yes | | **AccType** | The type of finance account | Number.
Only options below are allowed:
0 = Operating account (P/L)
1 = Balance sheet account (BS)
2 = Header
3 = Sum from account
(option 3 is used in combination with column **“SumFromAccNo”**) | Yes | | **AccDesc** | Account description | Text | Yes | | **SumFromAccNo** | Select the account number that will be summed from and down to this line (usually the account with type is set Header will be selected in here).
This shows the sub-total for a group of accounts for reference purpose. | Number
> 📝 (May include letters but this is not recommended)
> ⚠️ The account number must be listed in the column “AccNo” | Only if the AccType is set to option:
“3 - Sum from account” | | **ReportPageBreak** | Inserts a page break after this account on certain finance reports | Number
Only options below are allowed:
1 = Create page break
0 = Do not create page break. | No | | **ReportIndentation** | Indents the account description in the chart of accounts view and certain reports | Number
Only options below are allowed:
0 = Do not indent the account.
1 = Indent by 1 space
2 = Indent by 2 spaces
3 = Indent by 3 spaces
… and so on. | No | | **ReportLineFeed** | Creates a number of empty lines after this account on certain reports | Number | No | | **LineNum** | The sort order of the account on the chart of accounts view.
> 📝 We recommend to have the line number and account number the same | Number | Yes | | **LineStyle** | Adds a style to the account that will be used on certain finance reports
> 📝 This cannot be imported but can be selected via the UI, so just leave blank. | Number
Only options below are allowed:
0 = No style 1 = Line under 2 = Line over 3 = Line under and over 4 = Background colour grey 5 = Frame (box around the account) | No | | **AllowVendInv** | Allows the account to be used when registering a vendor/creditor invoice | Number
Only options below are allowed:
1 = Allowed 0 = Not allowed
> 📝 Note: Leaving blank, the system will import with default value = 1 | Yes | | **Automatic** | To mark an account as a system account so that it cannot be used in a manual journal entry, such as Accounts Receivable, Accounts Payable, VAT/GST/tax accounts, etc.
> ⚠️ Must be set on all accounts used in the system configuration. | Number
Only options below are allowed:
0 = is NOT system account 1 = is system account
> 📝 Note: Leaving blank, the system will import with default value = 0 | Yes | | **ExternalReference** | An external reference number for the account if it is required to map with another finance system. This is usually used when there is an integration between WorkBook and another finance system
> ℹ️ Reach out to your WorkBook system administrator or your Tangram Consultant for more information on what to enter here. | Number and Text
> ⚠️ Max 20 characters | No | | **Code1** | Custom code used for reporting or grouping accounts; this may also be used for integration purposes
> ℹ️ Reach out to your WorkBook system administrator or your Tangram Consultant for more information on what to enter here. | Number and Text | No | | **Code2** | Custom code used for reporting or grouping accounts; this may also be used for integration purposes
> ℹ️ Reach out to your WorkBook system administrator or your Tangram Consultant for more information on what to enter here. | Number and Text | No | | **Code3** | Custom code used for reporting or grouping accounts; this may also be used for integration purposes
> ℹ️ Reach out to your WorkBook system administrator or your Tangram Consultant for more information on what to enter here. | Number and Text | No | | **Code4** | Custom code used for reporting or grouping accounts; this may also be used for integration purposes
> ℹ️ Reach out to your WorkBook system administrator or your Tangram Consultant for more information on what to enter here. | Number and Text | No | | **Code5** | Custom code used for reporting or grouping accounts; this may also be used for integration purposes
> ℹ️ Reach out to your WorkBook system administrator or your Tangram Consultant for more information on what to enter here. | Number and Text | No | --- ## IMPORT CHART OF ACCOUNTS - Once you have completed the data sheet, go to: - **Settings** module > **advanced tools** > **ad-hoc import** - Click on the “**ad-hoc import**” button > ℹ️ If you cannot find the menu, please reach out to your WorkBook system administrator or your Tangram Consultant. ![image](media://b520018c-a9ac-43d8-9b7f-06b386c8da62) - From the **pop-up** window, search for and select the ad-hoc import option called: “**FinanceChartOfAccountImplementationImport**” > click **ok** ![image](media://9bfc4429-fd66-4eff-a4a7-b5cffe92bda8) - In the next window, **drag & drop** the data file in the box to upload or click on **choose file** to locate and select the file for uploading - Click **ok** to confirm the selected file and start uploading ![image](media://347f03b7-d303-4179-9ebd-26a4471d630d) - In the next window: - Remove_Existing_Finance_Accounts: input either 1 or 0 to start the import - 0 - if you want to **KEEP** the current COA and load in the new accounts in addition to the existing COA - 1 - if you want to **DELETE** all existing accounts in the current COA and load in the entirely new COA - 2 - if you want to **DELETE** the existing accounts but **KEEP** those accounts that are currently used in the configuration. - **TestMode:** select this checkbox to check for any errors in the data file you have selected. > 📝 In test mode, WorkBook will show you which data in the file has caused the error so that you can update the data accordingly - Click **ok** to open the TestMode view (if the checkbox is selected) ![image](media://5f8fae88-0769-45e2-964a-a8ce11e1ddab) - The screenshot below shows an example of an error has been found in TestMode ![image](media://08ed1179-bc0c-439c-8ab8-89bd8a36bd0c) - In this case, we need to cancel the import and go back to update the data file in order to proceed forward. After editing the error data, we will need to upload the new file and repeat the steps above from beginning. - When there is no error in the **TestMode**, you can proceed with the import by: - Closing down the TestMode window - Remove the TestMode checkbox in previous window - Click **ok** to start the import > ⚠️ By clicking ok once the TestMode has been switched off, the action cannot be rolled back. Make sure you have reviewed the data carefully before moving forward. - Upon successful execution, a pop-up a message will inform you that the import has been completed - Click on **ok** to acknowledge the message from the system --- ### Related articles > Macro (contentbylabel)