Import data from a Cash book file

When managing your accounting work, it is possible to manage the cashbook separately and regularly import the transactions in the main accounting file, grouped according to a selected period.

In this case there are two separate files: a file containing all the data of the general accounting, and a second file containing only the data Cash book management. In order to be able to import data from the Cash book file into the main accounting file, those files need to be linked. This can take place in two different ways:

  • Attribute to the categories of the cashbook file the same account numbers (for Double-entry accounting), or, the same category numbers (for Income & Expense accounting) as the ones used in the main accounting file.
  • In the cashbook file, in the Category2 column of the Categories table, enter the same account numbers as the main accounting file (if double-entry accounting) or the same categories numbers (if Income & Expense accounting). If the Category2 column isn't visible, you  need to visualize it by selecting the Columns setup command from the Data menu, and double clicking on Category2.

Example:
In this example, the account numbers referring to the main accounting file have been entered in the Category2 column.  

In order to import the data, do as follows:

  • open the main accounting file and choose the Import to accounting command from the Account1 menu
  • in the dialogue window that appears, select Transactions from the Import drop-down menu; then, click on Cash book transactions (*.ac2) and with the Browse button, select the cash book file.

You can find the explanations of this window at the Import to accounting page

In accounting

Destination account

You have to select the account number (Double-entry or Income & Expense Accounting) to which the data will be carried over.

Initial document number

This is the document number given to the transactions carried over.

Select transactions

Start date / End date

These drop-down menus specify the start and end dates of the period to which the imported data refer.

Group Transactions

In this section the user specifies, by activating the different options, how the transactions of the period must be grouped:

  • No period grouping
    All the rows are being imported, with the related contents of the columns. The Doc number of the Cash book account is also being imported. If, in the main accounting, you wish to use a different number and at the same time keep the document number of the Cash book, enter the document number in the DocProtocol column of the Cash book.
  • Monthly - transactions are grouped by month
  • Quarterly - transactions are grouped by quarter
  • By semester - transactions are grouped by semester
  • Yearly - transactions are grouped per year

One transaction per account

If more than one category is grouped on a single account but the user needs separate transactions for each category, this cell must be activated; then the program will create transactions for each category. When VAT codes are used, transactions will be created not only by category, but also for each different VAT code in the same category.

Note:
When the user is working on an accounting file with VAT, the calculations of the VAT may result slightly different. If the transaction amounts have been inserted as net amounts, the balance of the cash account may also be different because of rounding differences.

The accounting file is updated with the data of the Cash book.

 

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