Introduction to Imports in the Nominal Ledger

The 'Imports' function allows you to import information from tab-delimited text files exported from other Standard ERP databases or Companies, or from other applications such as spreadsheets.

To import a file, first ensure you are in the Nominal Ledger and click (Windows/macOS) or tap (iOS/Android) the [Routines] button in the Navigation Centre. Then click or tap the [Imports] button in the subsequent window. You can also use the Ctrl-Shift-I (Windows) or ⌘-Shift-I (macOS) keyboard shortcut. The 'Imports' list window will then appear.

There are two standard import options in the Nominal Ledger, but more are available in some countries (depending on the VAT Law in the Company Info setting). Double-click or tap an option to start the import. An 'Open File' dialogue box will appear, asking you to locate the file to be imported. Click or tap [Open] and the import will begin. Ensure the name of the file does not begin with two leading minus signs/hyphens (e.g. --Data.txt) as it is not possible to import information from files named in this way.

There is also one import function relevant to the Nominal Ledger in the Integration module (the 'Transactions as Rows' function). To use this function, you must log in as a Global User or Person whose Access Group explicitly grants full access to the Integration module. Change to the Integration module, and then proceed as described in the previous paragraph.

Please follow the links below for details about each import function:

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Bank Transactions

If your bank sends bank statements electronically, you can use the 'Bank Transactions' Import function to import them in to your Standard ERP database. This function will save the contents of a bank statement file in the Bank Transactions setting, adding separate records to that setting for each line in the statement. You can then use the Bank Reconciliation register to reconcile the transactions in the statements with transactions in your Standard ERP database.

Before using the 'Bank Transactions' Import function, you should specify a Bank A/C No. for each Payment Mode that represents a payment method that affects your bank account (e.g. payment by bank transfer or cheque). This will ensure that the imported Bank Transactions will be connected with the correct Bank Account in Standard ERP:

You should also check that the Company Name, Reg. No. and VAT Reg. No. in the Company Info setting are correct and match the information that will be in the bank statement files.

As there is no standardised format for bank statement files, a specification window will appear when you run the 'Bank Transactions' Import function. This window will allow you to specify the format of the bank statement file and the originating bank:

Proceed as follows, depending on which bank sent the statement file that you need to import:

Croatia - Addiko, Croatia - Erste, Croatia - Raiffeisen, Croatia - Zagrebačka

Bank A/C
Enter your bank account number in this field. 'Paste Special' will list the Bank A/C Nos that you have specified in the Payment Modes setting (a Payment Mode without a Bank A/C No will be included as a blank in the list).

Usually your bank account number will be included in the statement. The account number that you enter here will only be used if this is not the case.

Bank
Use 'Paste Special' to specify the bank that sent the statement.

Format
CSV or XML.
If the file contains a payment to you from a Customer, the Import routine will attempt to create a Receipt in which it matches the payment to an Invoice. It will do this by checking the numeric characters only in the <Ref> tag in <CdtrRefInf> and attempting to match those to the Official Number or Invoice Number of an Invoice. It will then check that the IBAN in the file is the same as the Bank Account in the Contact record for the Customer in the Invoice. If an Invoice with the correct Official No. or Invoice Number is found, and the Customer in that Invoice has the correct Bank Account, then a Receipt will be created. The Receipt will not be marked as OK. If you need to use this feature, you should therefore ensure that you have entered IBANs in the Bank Account field in the Contact records for your Customers.

Estonia - SEB, Estonia - Swedbank. Latvia - SEB, Latvia - Swedbank, Lithuania - Luminor, Lithuania - Paysera, Lithuania - SEB, Lithuania - Swedbank

To import a statement from one of these banks, follow the instructions for the Croatian banks described above. The only difference is that when the Import routine attempts to create a Receipt, it will check the Reg. No. 1 in the Contact record for the Customer. If the statement does not contain a company registration number, then it will check the IBAN in the Bank Account field as described for the Croatian banks.

USA - Ally, USA - Amex, USA - Bank of America, USA - Chase, USA - Wells Fargo

Bank
Use 'Paste Special' to specify the bank that sent the statement.

Format
CSV.

Column 1
Enter your bank account number in this field.

CSV Files from Other Banks

Bank A/C
Enter your bank account number in this field. 'Paste Special' will list the Bank A/C Nos that you have specified in the Payment Modes setting (a Payment Mode without a Bank A/C No will be included as a blank in the list).

Format
CSV.

Field Separator, Date Format, Decimal Separator, Thousand Separator
Enter the separators and formats that have been used in the CSV file.

Column 1 - Column 10
Use these fields to map the columns in the CSV file to fields in a Bank Transaction record.

For example, if the third column in the CSV file contains the transaction dates of each transaction, use 'Paste Special' from the Column 3 field to set it to "Date". The information in the third column will then be brought in to the Received Date field in each Bank Transaction record created by the Import function.

If the CSV file contains a column that you do not need to be imported, leave the corresponding Column field at its default value ("unassigned").

The options in the 'Paste Special' list correspond to the fields in the Bank Transaction record as follows:
Option in 'Paste Special'Field in Bank Transaction record
DateReceived Date, and R. Trans. Date (if the Type is "C") or P. Trans. Date (if the Type is "D")
Time (not used)
Name (not used)
TypeType (usually you should not map a column in the CSV file to the Type field. The Import routine will set the Type field to "C" if the value of the transaction is positive or "D" if the value of the transaction is negative. As described in this table, the filling of the fields on the 'Payer' and 'Recipient' cards in a Bank Transaction will depend on the first character of the Type being "C" or "D". These fields will not be filled if this is not the case)
Status (not used)
CurrencyCurrency
AmountSum
Receipt IDOrd. Number
Balance (not used)
CommentComment
Bank AccountR. Bank Acc. (if the Type is "C") or P. Bank Acc. (if the Type is "D") i.e. this is your bank account. If your bank account is not in the CSV file, it will be taken from the Bank A/C field in the 'Specify Bank Transactions' window
ReferenceReference, and R. Reference (if the Type is "C") or P. Reference (if the Type is "D")
Skip first lineSelect this option if you do not need the first line in the CSV file to be imported (e.g. it might contain column headings).
You can also run the 'Bank Transactions' Import function from the 'Bank Reconciliation' register. Please refer to step 8 in the description of this register here for details.

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Import functions in the Nominal Ledger and Integration module:

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H-Laun Payroll

The 'H-Laun Payroll' Import function will only be available if the VAT Law in the Company Info setting is "Finnish", "Norwegian" or "Swedish". You can use it to import payroll transactions exported from the H-Laun Payroll program. Please refer to your local HansaWorld representative for full details.

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Import functions in the Nominal Ledger and Integration module:

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SIE (Swedish Standard Import/Export)

The 'SIE (Swedish Std Import/Export)' Import function will only be available if the VAT Law in the Company Info setting is "Swedish". You can use this option to import accounting information in a standard format from other systems. For more details, please contact your local HansaWorld representative.

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Import functions in the Nominal Ledger and Integration module:

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Transactions as Rows

This page describes the 'Transaction as Rows' Import function in the Integration module.

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The 'Transaction as Rows' import function in the Integration module allows you to import Transactions from text files that you created by running the 'Transactions' Export function in the Integration module using the Transactions as Rows option.

Before using the 'Transaction as Rows' function, prepare the target database (i.e. the database into which the Transactions will be imported) as follows:

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Import functions in the Nominal Ledger and Integration module:

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Update SRU Codes

This page describes the 'Update SRU Codes' Import function in the Nominal Ledger.

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The SRU Code is a means of classifying Accounts that is used in Sweden. It will be used by the SIE Export function in the Nominal Ledger to group Accounts of a particular type together in the resulting files.

You can use this import function to update the SRU Codes in every Account record. This needs to be done annually. The function imports a simple text file, which should have the following format:

Account Code (tab) SRU Code (return)
Account Code can be a single Account, or a range of Accounts separated by a colon (:). If Account Code does not exist in your database, it will be ignored.

For more details, please contact your local HansaWorld representative.

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Import functions in the Nominal Ledger and Integration module:

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