How to prevent data import errors in Sage Intacct

The import feature in Sage Intacct is a true time saver and very easy to learn. Imports can be performed in Company-Setup-Import Data and/or directly from various module list screens. Once the data is imported, a message will appear on the screen to let you know the status of the import. If there are errors, an import user will receive an email with details of the errors.

The following is Raffa Technology Services‘ guide — Raffa is a Sage Intacct Partner — to help avoid some common mistakes that result in import errors. If there are still errors after using these steps, open the file and go through this list again. There may be something that was overlooked.

  • Export import templates from your company: Templates imported directly from the company will be populated based on how the company is configured and will include custom dimensions. Most of the import templates are located in Company-Setup-Import data. The only templates that are not found in this area are the Initial Open items and Bank reconciliation templates. Both of these templates are located in Cash Management-All-Reconciliation-Bank.
  • Do not change the name of the column headings: The first row in every template contains the column headings. The column headings are the field names needed to populate the data into the transaction screen related to the template. Any changes to the names will result in an error.
  • Read the detail of each column header: The detail of each column heading is in the second row. The information in each cell under the column heading provide the information related to the field. The most import item in this cell is whether the field is required. In addition it also shows the name of the field as it appears on the screen the data will populate, any default values, the length of the field, and the field type (number, character, date, etc.).

  • Format Debit and Credit as “Number”: The values populated in the Debit and Credit columns have to be formatted as “Number”. When the “Number” format is applied, the field will be the number with no currency symbol or comma separator and will have a decimal point with two digits behind it (such as 5000.00).
  • Populate Debit or Credit not both: A value can only be entered in one of the two columns. If the debit column is populated, then leave the credit column blank. If the credit column is populated, then leave the debit column blank. Zero is considered a value and is not considered blank.

  • Populate required dimensions: Based on the dimension requirements defined on each individual account, a value must be provided for the required dimensions.:

  • Verify line item #s are sequential: Most transaction import templates have a column labeled LINE_NO. This field is used to identify the lines for each transaction. For each transaction, the number should always start with 1 and increase sequentially (1,2,3,..) until the end of the transaction.

  • Copy the Budgetable Period information: The budget template requires users to include the budget periods in the file. The budgetable period is “Month Ended“ combined with the month and year (Month Ended January 2014, Month Ended February 2014). The best way to populate this information is to export a budget report from General Ledger-All-Budget with the Start period and End period needed in the budget template. This will have the exact wording and can be copied and pasted into the budget template.

This article reviewed key points to help you minimize errors as you import data into Intacct. We have found these issues to be helpful to our clients.

Contact Raffa

If you have further questions, please contact a Raffa Technology Services Sage Intacct Specialist by calling (202) 822-5000 or by completing the form on this page.

  • Post by Rashida Calvin