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Accounting & Bookkeeping · How-to guide

Import a Chart of Accounts

Use the module's spreadsheet sample and validation flow to create multiple ledger accounts without duplicates or malformed classifications.

Audience: Finance administratorsFeature: Account importModule v1.4.5
Feature pathAccounting → Chart of Accounts → Import
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Chart of Accounts: Create. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Use the module's spreadsheet sample and validation flow to create multiple ledger accounts without duplicates or malformed classifications. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

The module includes dedicated sample workbooks and an import endpoint for accounts. It also cleans old temporary error files.

An import can create structurally valid but financially inappropriate accounts, so technical success is not sufficient. Finance must review account types and hierarchy.

Do not repeatedly upload the full file after partial success; remove already imported rows to avoid duplicates.

Step-by-step workflow

  1. Download the sample import file from the import screen.
  2. Copy a small controlled set of accounts into the sample columns.
  3. Keep identifiers and classification values in the expected format.
  4. Upload and run the validation/import process.
  5. Review success and error counts.
  6. Correct rejected rows in a new file.
  7. Compare the resulting Chart of Accounts with the approved source list.

Important fields and decisions

Sample fileUse the supplied language-appropriate account import workbook.
Account number and nameMust meet uniqueness and required-field rules.
Type and detail typeMust correspond to values recognised by the module.
Parent accountMust resolve to a valid imported or existing account when used.
Error fileReview rows rejected by validation rather than re-importing blindly.

What happens after completion

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Start with a small sample.
  • Do not include duplicate account numbers.
  • Do not change sample column headers.
  • Confirm opening balances separately according to policy.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:reconciliationChart of Accountscheckreportapprovalclassmappingdouble-entry
Chart of Accounts overview →Create and edit a Chart of Accounts account →Configure account type details →Complete the Accounting setup checklist →Activate, deactivate or delete an account safely →Create and manage accounting classes →