The accounts import functionality is intended to be used when implementing Brightpearl. It allows you to import:
- A chart of accounts
- A trial balance
- Open accounts receivable
- Open accounts payable
Warning: These imports are normally done during the implementation process, or when starting to use Brightpearl's accounting module. It's not recommended to go through the process without going through our Professional Services team, so please contact your account manager if you need to do this!
This article details the process for informational purposes. It goes as follows:
- Build your new chart of accounts to match Brightpearl's structure
- Import the chart of accounts into Brightpearl
- Reconcile and close your tax period in your previous system
- Export the trial balance and outstanding (unpaid) debtors and creditors from your previous system, saved as CSV files
- Format the spreadsheets to match Brightpearl's import format
- Import the trial balance file to Brightpearl
- Import your debtors file to Brightpearl
- Import your creditors file to Brightpearl
All imports can be found under Settings > Data/import > Import accounts.
When to migrate accounting data
Migrating to Brightpearl at the end of a tax period will mean all transactions entered in the current tax period are reported via your old accounting system.
- US sales tax - When you import your account balances to Brightpearl, future invoices (i.e. entered in your last system but are dated after your last reconciled tax period from your previous system) will not be represented in your next tax report in Brightpearl.
- Cash VAT scheme - When you import your account balances, invoices entered into your previous system that are not fully paid will need to be manually generated as Quick Invoices and Bills in Brightpearl in order to generate the correct accounting entries with the correct VAT codes. This is so that when the payment is receipted the VAT is recognized correctly.
- Standard VAT scheme - Using standard VAT accounting, you pay VAT on your sales whether or not your customer has paid you. By migrating to Brightpearl at the end of a VAT period all transactions entered in the current VAT period are reported via the VAT return on previous accounting system.
Importing a chart of accounts
You should decide on your chart of account structure early on as building your chart of accounts with the import will remove all existing accounting entries.
If you do not want to lose accounting data you will need to build the chart of accounts manually.
Importing a trial balance (opening balances)
Importing balances on their own won't reset any existing accounting, so you can begin using Brightpearl even before you've completed the migration from another system.
However, when you do come to import your opening balances you will need all of the nominal codes to already exist in Brightpearl unless you are building the chart of accounts at the same time. Remember though that importing a chart of accounts will reset all your existing accounting data, so you may need to add nominal codes manually instead.
How to import a trial balance
- Go to Settings > Data/Import > Import accounts.
- Click Import Chart of Accounts.
- Browse for the file to import.
- Select the date on which the opening balances should be posted to accounting.
- Click the Upload Chart of Accounts (CSV) button.
The fields to include in the file are as follows:
|Account code||The account nominal code. Must already exist in Brightpearl.|
|Account name||The name of the account.|
|Debit||The debit value of the account for base currency accounts|
|Credit||The credit value of the account for base currency accounts|
|Currency code||The code of the account's currency|
|Currency debit||The debit value of the account for foreign currency accounts|
|Currency credit||The credit value of the account for foreign currency accounts|
Importing accounts receivable and payables (debtors and creditors)
When you import your trial balance, a single figure is posted for your total accounts receivable (debtors) and another for your total accounts payable (creditors).
These figures are the total amount owed, which therefore also include tax amounts.
The figures are not posted into the 1100 Accounts Receivable (Debtors Control) and 2100 Accounts Payable (Creditors Control) accounts as might be expected, because you then need to import your debtors and creditors details to separate the net and tax amounts.
Instead these figures are posted to suspense accounts - 9997 and 9998.
When you import your accounts receivable (debtors) and accounts payable (creditors) the balances in the suspense accounts are gradually split out into the accounts receivable/payable accounts.
How to import accounts receivable / accounts payable
Importing accounts receivable and accounts payable amounts is necessary in order to:
- move the value out of the suspense account and into the 1100/2100 codes
- assign the outstanding debt with the individual contacts
The import file for either file must contain:
|Contact code||A unique code applied to the customer or vendor, typically taken from your previous accounting system.|
|Company||The customer or vendor's company name.|
|Contact name||The customer or vendor's contact name.|
|Type||The transaction type - choose from SI, SC, SR, PI, PC, PP|
|Date (YYYY-MM-DD)||The transaction date, must be in YYYY-MM-DD format|
|Inv. Ref||The invoice reference of the transaction|
|Details||Any details or commentary regarding the transaction|
|Amount||The amount of the transaction in base currency|
|Date due||The due date of the invoice|
|Currency||The currency code (e,g. USD, GBP)|
|Currency amount||The amount of the transaction in the foreign currency, if applicable|
Each open invoice must have a unique reference number.
- Go to Settings > Data/Import > Import Accounts.
- Click Import accounts receivable/debtors or accounts payable/creditors.
- Browse for the file to import.
- Select the date to use for open invoices, or whether to use the date in the file per item.
- Click the Upload CSV button.