Import balances on demand

Using the Import button on the > Import Data > Balance page, administrators can load balances without waiting for a schedule. You can import from a flat file (.csv or .xlsx) or from Data Integration — the data integration tool that pulls balances from your source systems, such as your ERP.

One import can cover one entity or many entities, and one period or many periods. Every import creates a result log that you can review and filter on the Result Log page.

A flat file import is also a reliable fallback. If DI is unavailable, you can still load balances and keep your close on schedule.

Before you begin

  • Make sure the data source you want to import into already exists on the Balance page.

  • For a flat file import, prepare a .csv or .xlsx file that follows the balance template. You can download the template from the Import Balances pop-up.

  • Know which entities and periods you want to import. You cannot import into a closed period.

Import balances from a flat file

Use the following instructions to load balances from a .csv or .xlsx file.

  1. Go to > Import Data > Balance.

  2. In the grid, select the row for the data source into which you want to import.

  3. Click . The Import Balance pop-up opens. The selected data source is already linked, so the pop-up does not include a data source field.

  4. In Balance Type, select Flat file.

  5. (Optional) Click Download CSV or Download XLSX to get the balance template. Fill in the template with your balances and save it.

  6. In the File, upload your .csv or .xlsx file. You can upload one file for each import. The system validates the file the same way it does for other flat file imports.

  7. In Period, select the period (s) you want to import. See Select periods.

  8. In Entity, confirm or select the entities to import. See Select entities.

  9. Click Upload. To close the pop-up without starting an import, click Cancel.

Watch for the import progress in the Status column. After the import, the column displays Balance-Flat File. The system creates a result log. See View the result log.

Select periods

The Period field is a multi-select list with check boxes. You must select at least one period.

Select each period you want to import. One import runs for all the periods you select.

Select entities

You must select at least one entity.

  • If the data source has one entity, the pop-up displays that entity.

  • If the data source has more than one entity, click the Entity field to open the member selector. Select each entity you want to import.

Import balances from DI

Entity, Account, Period, and Amount (Account) are mandatory columns when importing GL balances.

To pull balances from your source systems once, without a schedule:

  1. Go to > Import Data > Balance.

  2. In the grid, select the row for the data source into which you want to import.

  3. Click . The Import Balance pop-up opens with the data source already linked.

  4. In Balance Type, select DI Studio. The pop-up displays only the Period and Entity fields. It does not display template links or a file upload field.

  5. In Period, select the period(s) you want to import.

  6. In Entity, confirm or select the entities to import.

  7. Click . To close the pop-up without starting an import, click Cancel.

Watch for the import progress in the Status column. After the import, the column displays Balance-DI Studio. The system creates a result log. See View the result log.

Recover when DI import fails

If DI fails or is unavailable, the Status column displays Failed and a message explains the problem. The message also guides you to try a flat file import.

  1. Read the message in the Status column.

  2. Repeat the import with Balance type set to Flat file. See Import balances from a flat file.

Monitor an import

  1. Go to > Import Data > Balance.

  2. Find the row for your data source.

  3. Check the Status column. In progress means the import is still running.

  4. When the import finishes, review the Status, Results, Ran by, Start time, and Finish time columns.

View the result log

Every flat file and DI Studio import creates a result log. The result log contains one CSV file for each period you selected.

  1. Go to > Import Data > Result Log.

  2. In the Import Type column, select Balance-Flat File or Balance-DI Studio to filter the list.

  3. To view additional columns, click .

  4. To view result details, click on your import row and select .