HandiLedger has the functionality to import data in an ASCII file format. Most accounting packages can export data in an ASCII file format. Importing data can simplify the data entry process.
This functionality is intended for users who are familiar with working with ASCII files, the mapping of data, and the data produced by the program.
This is an example ASCII file. The Date is in the fourth mapped field, marked with a 1, the Description is in the fifth mapped field, marked with a 2, and the Account Number is in the twelfth mapped field, marked with a 3.
Minimum data requirements to import into HandiLedger
To ensure that the data imported has the intended results, we suggest that the minimum data fields you import are:
Transaction number: Numerical.
Date: DD/MM/YYYY.
Account number: 4 Digit NNNN (Must be equivalent to a HandiLedger account and relevant for that entity type).
Transaction type: "R" for Receipt, "P" for Payment, and "J" for Journal.
Amount: The amount can be in one of three formats:
Signed Amount 23.00 or -23.00 (- Credit and blank for Debit).
Debit and Credit amounts.
Amount with a debit or credit indicator "23.00","D", or "23.00","C", (the signed amount field is used for the amount in this cas,e with no signs preceding it).
Other fields you can import:
Description: Maximum of 40 characters and should not include any characters like* ' " or anything that an ASCII file may recognise as a break between data fields.
Tax code: Needs to be the HandiLedger standards, e.g. "GST", "INP" etc.
Cash: "Y".
Presented: "Y".
Exclusive amount: Numerical.
Signed amount: Numerical with a (-) or blank.
Reference: Alpha or Numeric or a combination.
Tax: Numerical.
Batch: Numerical.
Excl Amount: Numerical.
DR Cr Indicator: "D" or "C".
Quantity: Numerical.
Opening: "Y".
Sub: Numerical, two or three digit, 00 or 000.
Debit Amount: Numerical.
Credit Amount: Numerical.
Closing: "Y".
Important: All transactions being imported must balance, meet double-entry requirements, and have dates in the date range of the year selected for the entity.
Import the ASCII File
Log in to HandiLedger, then select your entity and the required year.
Go to the Tools menu, Import Data from ASCII File, and click General.
Click Import.
Complete the Import Field Mappings section, then select the File to import. The selected file will be shown in the Import File Name field, and its first line contents will be displayed in the Import Data Fields section.
Click Run to start the importation process. HandiLedger will confirm how many entries have been imported and how many if any have failed. Clicking OK will display the Import Entries window.
Click Errors to display any Errors, and Close to start the posting process.
File does not contain separator character
Check if the file you are importing has the extension, .xls or .xlsx, which is the standard Excel format file extension. The file needs to be saved as a .CSV from within Microsoft Excel.
Open the .xls or xlsx file in Microsoft Excel.
Go to File, Save As, and choose CSV (Comma-delimited) from the drop-down menu.
Retry the import function in HandiLedger.