Import multi-currency balances

As an Admin or Global Admin, use these instructions to import multi-currency balances and then, view the impact of the multi-currency data on the Trial Balance.

Multi-currency balances can be imported into the application via a file flat or data source.

Before you proceed:

Ensure that Multi-Currency Conversion is enabled before importing:

  • This allows balances to be displayed and converted at both the Entity and Account level.

  • Balances can be imported via flat file or data source.

When account-level conversion is active, you can import balances in both the Entity and Account currencies. If only one value is provided, the system automatically calculates the other using the current exchange rate.

 Example:  

If the account-level currency is CAD and the entity currency is USD with an exchange rate of 1.5, then:

  • 200 USD = 300 CAD (USD = CAD × 1.5)

  • 300 CAD = 200 USD (CAD = USD ÷ 1.5)

The Trial Balance page displays balances with clear currency indicators.

If balances are re-imported, completed tasks are reset to In Progress to maintain data integrity.

Access the Import Balances page

  1. On the navigation menu, click . The Period Setup page is displayed, showing existing periods.

  2. Select an open period to which you would like to import the balance. The application displays a list of entities associated with the chosen period.

  3. Click the Import Balance tab.

    A table listing your entities including the following is displayed:

    • Entity: Name of the importing organization.

    • Type: Indicates if the import is via Data Source or File.

    • Data Source: Name of the data source (if assigned).

    • File, Status, Results, Ran by, Start time, and Finish time

Import via flat file

  1. Prepare the import flat file. Ensure that the information in the required fields are provided:

    • Entity

    • Account

    • GL Balance (Entity) – Balance in Entity currency (system default)

      GL Balance (Account) – Balance in Account’s currency (optional, when multi-currency is enabled).

       Note:

      You can upload either balance The system will:

      • Capture both if present.

      • Convert the missing one using exchange rates when only one is provided.

  2. On the Import Balances page, select the entity and upload the file

  3. Click to run the import and check the results. See the Import general ledger balance article for more information.

    Flat file example:

    Account GL Balance (Entity) GL Balance (Account)
    1010 2157.08 CAD  
    1020 1061.08  
    1080 133.34 200 USD
    2020   23,456

    In the example, accounts 1080 and 2020 have currency settings defined at the account level.

Import via data source

If an entity has an assigned data source:

  1. On the Import Balance tab, select the entity.

  2. Run the import job.

  3. Refer to the Import general ledger balance article for details to view logs and handle errors.

View trial balance

After balances are imported:

  • The existing GL Balance column is renamed to GL Balance (Entity).

  • A new optional column GL Balance (Account) is addd when multi-currency conversion is enabled:

    • Shows account-level balances (from the flat file).

    • Includes a currency icon derived from account settings.

    • Only appears for accounts with an account-level currency defined

      Sample: