Budgyt makes importing data from any accounting software possible using .csv files or an API method depending on the package you're using.
Go to Import/Export > Manual, and click the large Import button.
Importing is a 3 stage process:
- Select Import Type - choose the type of file you would like to import. In most cases you will be importing actual data which you have converted from a GL export from your accounting system, so you will choose the General Ledger Import Periods as Row option. For all options, the table below the menu will describe the import fields, and you can click Download Template to see the import format. For your regular monthly import, our Support Team will have built a conversion template for you which will convert your GL Export into the format that Budgyt can import. Now choose the import file (must be in .csv format in all cases except the Employee Payroll Import), choose the budget you wish to import to, and the months, then hit Next to go to stage 2.
- Map Headers - here Budgyt checks to see if the column headings in your import file match the format required. If they don't, you will see drop down menus that allow you to choose the correct mapping.
- Validate Data - Budgyt will scan your import file for formatting errors, and display any lines that will not be imported, and the reason. Often there will be errors due to the way you have converted the data from your GL (eg total lines, headings etc, that we don't want to import), but it is a good idea to scan this list anyway to see if anything stands out.
Now hit Submit, and Budgyt will import your data.
Once the data has been imported, you will see a download of an excel file that shows an Import Status Report. Each row will be tagged as Imported or will be given an error. You can filter to see the errors to make sure that no important data has been left out.
The most common errors you will see will be Invalid Category, or Invalid Department, which will arise if you have changed your chart of accounts or departments in your accounting software, but not yet in Budgyt. You can go to your Settings and make the necessary changes, then run the import again.
It is VERY important that all data in the .csv file is formatted as General. If it isn't, the file might not be read correctly. To do this, select all the data in your .csv file, and select the format cells option, then choose General. Also your Amounts should not have commas in any field. The Description field cannot be more than 100 characters. Vendor Field can not be more than 50 characters. When importing, Budgyt will validate the .csv file for these types of errors. If the data is coming from an export from your accounting system, take care to format it correctly as above to facilitate the import.
API Importing (Automatic)
QuickBooks Online Import - We are integrated with QuickBooks Online, and there are 2 phases to a QuickBooks Online import.
- If you are setting up a new budget from scratch, or you have created new categories or classes in your QuickBooks Online accounts, then you will need to go through phase 1, which will walk you through mapping all your QuickBooks Online categories onto Budgyt categories.
- If you have already recreated your QuickBooks Online category structure in Budgyt, you only need to import your data.
All you need to do is select Import/Export > QuickBooks Online, and log in to your QuickBooks Online account as normal, and Budgyt will walk you through the process.
Xero Import - we are also integrated with Xero. The process for importing with Xero closely follows that used for QuickBooks Online.