ANTE User ManualImport Journal Entries
Import Journal Entries lets you bring an external general-ledger transaction listing — an export from another accounting system such as AutoCount or SQL-Accounting — into ANTE's books in one guided pass. You upload the file, AI reads and maps its columns for you, you confirm the mapping and create any accounts it's missing, review every voucher the file will create, and then post them. It saves you from re-keying historical or migrated transactions by hand.
Overview
Every import runs as a five-step wizard:
- Upload — Choose the transaction-listing file (.xlsx, .xls, or .csv). AI reads it and suggests how its columns map to ANTE's fields.
- Map Columns — Confirm or correct which file column feeds each field — the account, dates, amounts, and the business partner among them.
- Resolve Accounts — Create any account codes the file references that aren't in your Chart of Accounts yet. This step is skipped automatically when the file has none.
- Validate — Review every voucher the file will create, grouped as Valid, Warning, or Error, and approve any warnings you want included.
- Complete — See how many vouchers posted, and how many were skipped or failed.
You can step back to a previous step at any point before Complete using the Back button or the stepper at the top of the page.
Where to Find It
- Open Treasury → Accounting → Journal Entries from the sidebar.
- Click the Import button (top right, next to Export).
This opens the Import Journal Entries page. Its breadcrumb trail reads Treasury › Accounting › Journal Entries › Import Journal Entries.
Step 1 — Upload
Drag and drop a file onto the upload area, or click it to browse. Accepted formats are XLSX, XLS, and CSV.
Upload a journal or transaction-listing export. Rows are grouped into vouchers by their voucher reference (Ref No 1), and every column in the file is preserved even if you don't map it to a field. AI maps the columns automatically, so a new or unfamiliar export format still imports correctly.
Click Upload & map columns to continue. While the file is read, a progress dialog shows the AI narrating its column-mapping work; when it finishes you move on to the Map Columns step automatically.
Recent Imports
While you're on the Upload step, a Recent imports panel below the wizard lists your company's past import batches:
| Column | Meaning |
|---|---|
| File | The uploaded file's name. A download icon appears when the original file was kept, so you can retrieve it later. |
| Imported by | Who ran the import |
| Date | When it was imported |
| Rows | Total rows read from the file |
| Vouchers | Number of vouchers the file produced |
| Posted / Failed | How many of those vouchers posted successfully vs. failed |
| Status | The batch's current status |
Click View on a row to open its details — the batch's vouchers, with links through to the posted GL vouchers.
Step 2 — Map Columns
This step shows one row per ANTE field, with a dropdown to pick which column in your file feeds it and a preview of that column's sample values. Required fields are marked with an asterisk (*); if the AI couldn't confidently map every column, a banner explains that some still need to be set by hand.
Always required:
| Field | What it is |
|---|---|
| Ref No 1 (Voucher) | The voucher reference — rows sharing this value are grouped into one voucher. |
| Doc Date | The transaction/document date. |
| Account Code | The GL account code. It must exist in your Chart of Accounts, or be created in the next step. |
Debit / credit amount — map one full layout (the wizard won't let you continue without one):
| Field | What it is |
|---|---|
| Local DR | Debit in your base currency — pairs with Local CR (the split layout). |
| Local CR | Credit in your base currency — pairs with Local DR. |
| Local Amount | A single base-currency amount instead of separate debit/credit columns — pairs with Dr./Cr. Indicator (the indicator layout). |
| Dr./Cr. Indicator | A column that flags each row as a debit or credit (for example "D"/"C" or "Debit"/"Credit") — pairs with Local Amount or Amount (Txn). |
| Amount (Txn) | A single transaction-currency amount, for files that separate transaction-currency and base-currency amounts. Optional. |
| DR (Txn) | Debit in transaction currency, for files that carry foreign-currency amounts separately from base-currency amounts. |
| CR (Txn) | Credit in transaction currency. |
| Currency Code | The transaction's currency code ("----" or blank means your base currency). |
| Currency Rate | The exchange rate from transaction currency to base currency. |
Business partner (per line):
| Field | What it is |
|---|---|
| Business Partner Code | The customer/supplier/vendor code recorded on this line. |
| Business Partner Name | The customer/supplier/vendor name recorded on this line. This also fills the voucher's Vendor. |
Other:
| Field | What it is |
|---|---|
| Account Description | The GL account's name or label as shown in the file. |
| Description | A memo or narration for the line. |
| Post Date | The GL/period date, when it differs from Doc Date. |
| From Doc Type | The source system's document-type code. |
| Journal | The journal book (General, Sales, Bank, Purchase, or Cash). |
| Ref No 2 | A secondary reference, such as a cheque or transaction number. |
| Tax | A tax code. |
There is no longer an Agent field in this list. Agent was always the business partner — just mislabeled, and limited to one value per whole voucher. Map your partner column to Business Partner Code / Business Partner Name instead; they carry the partner per line, which is what most files actually need. Batches that were already imported using Agent are unaffected and still work — you just can't pick Agent for a new mapping anymore.
Click Continue once every required field has a column (the button stays disabled, with a count of what's still missing, until it does).
Step 3 — Resolve Accounts
This step only appears when your file references account codes that aren't in your Chart of Accounts yet — if there are none, the wizard skips straight to Validate.
A banner names how many account codes need resolving. Below it, one row per missing code shows an editable suggestion:
| Column | Meaning |
|---|---|
| Code | The account code from the file (not editable) |
| Account Title | A suggested name — edit as needed |
| Type | Asset, Liability, Equity, Revenue, or Expense |
| Normal Balance | Debit or Credit |
| Category | An optional grouping label |
| Lines | How many lines in the file use this code |
| Net (from file) | The net debit or credit total across those lines, as a sanity check |
Review and correct each row, then click Create N account(s) to add them to your Chart of Accounts and continue to Validate. Click Skip for now instead to proceed without creating them — vouchers that need a missing code will then fail validation.
Step 4 — Validate
This step checks every voucher the file will create — that its accounts exist, it balances, its dates are valid, and it isn't a duplicate of something already imported — and shows the results as four counts: Valid, Warnings, Errors, and Skipped (existing).
Use the All / Errors / Warnings tabs to filter the voucher list below, which shows: Voucher (Ref No 1), Doc Date, Journal / Type, Lines, Total Debit, Total Credit, Status, and Messages (the specific errors or warnings for that voucher).
Vouchers with warnings need one more step: on the Warnings tab, tick the vouchers you want to include and click Approve N selected. A voucher's warnings don't go away — approving simply confirms you've reviewed them and want that voucher processed anyway.
Click Process N voucher(s) to post every Valid voucher plus every approved Warning voucher. Vouchers still in Error, or Warning vouchers you haven't approved, are left out — a hint reminds you to approve warnings first if any remain. Skipped (existing) vouchers were already imported in a previous batch and are never reprocessed.
Step 5 — Complete
After processing, a summary shows:
| Count | Meaning |
|---|---|
| Posted | Vouchers successfully created and posted |
| Journal lines | Total journal-entry lines created |
| Skipped | Vouchers not processed (already imported previously) |
| Failed | Vouchers that could not be posted |
If any vouchers failed, up to 10 are listed with the reason for each.
From here, click Import another to start a fresh import, or View journal entries to go to the Journal Entries list.
Where the Business Partner Shows Up After Importing
Once a business partner is mapped, it surfaces in several places:
- Journal Entries list (Treasury → Accounting → Journal Entries) — a Business Partner column shows each line's partner (its name, or its code if no name was mapped). It's hidden by default, right after the Description column — enable it through the table's column controls like any other hidden column.
- Journal Voucher detail page — the line table also shows a Business Partner column, but only on vouchers where at least one line actually has one.
- Vendor — the voucher's own Vendor field (in its Voucher section) is filled from the business partner too, preferring the name over the code, whenever the source document has no linked supplier of its own.
- Excel export — clicking Export on the Journal Entries page now includes a Business Partner column in the downloaded workbook, between Description and Debit.
- Account Schedules (Treasury → Schedules → Account Schedules) — the Description 2 column on the schedule is each line's business partner. It now populates for any import file, not only files that use one specific source system's exact column header.
Common Tasks
Import a GL export from another system
- Open Treasury → Accounting → Journal Entries and click Import.
- Upload the file and let AI map its columns.
- On Map Columns, check the required fields and the amount layout are set correctly, adjusting anything the AI got wrong.
- Create any missing accounts on Resolve Accounts, or skip if there are none.
- Review the Validate results, approving any Warning vouchers you want included.
- Click Process and review the Complete summary.
Bring in the business partner per line
- On Map Columns, map your file's partner/customer/supplier column to Business Partner Code and/or Business Partner Name.
- Continue the import as normal — the partner is kept per line, fills the Business Partner column on the resulting entries, and (via the name) fills the voucher's Vendor.
Fix a "missing account" error
- On Resolve Accounts, review the suggested Account Title, Type, Normal Balance, and Category for each code.
- Correct any that are wrong, then click Create N account(s).
- If you'd rather not create them yet, click Skip for now — vouchers using those codes will show as errors on the Validate step until the accounts exist.
Review a past import
- On the Upload step, find the batch in Recent imports.
- Click View to see its vouchers, or the download icon to retrieve the original file.
Troubleshooting
| Message | What it means | What to do |
|---|---|---|
| Couldn't auto-detect every column — set the required ones below | The AI could not confidently map every field | Set the required fields shown on the Map Columns step by hand. |
| N required field(s) still need a column | Continue is disabled because a required field, or a full debit/credit amount layout, isn't mapped yet | Map the missing field(s), or map Local DR + Local CR (or Local Amount) for the amount layout. |
| Voucher "…" was already imported — it will be skipped | The voucher's Ref No 1 matches one from a previous import | No action needed — it's intentionally left out to avoid posting it twice. |
| Approve the warning vouchers before processing, or they'll be left out | Process was clicked with unapproved Warning vouchers still pending | Go to the Warnings tab, tick the vouchers to include, and click Approve, or leave them out intentionally. |
| Failed to upload file / Validation failed / Failed to process import | The step could not complete | Try again. If it keeps failing, check the file is a valid .xlsx/.xls/.csv and contact your administrator. |
Large files can take a few minutes to map, validate, or process — the wizard is built to handle big batches, so let it finish rather than re-uploading.
Related Pages
- Chart of Accounts — where the accounts this import posts to are managed
- Knowledge Graph — the AI's memory of your company's account-coding rules
💡 Note: Business Partner is free text carried per line — it isn't linked to your Supplier master, so it won't necessarily match a Supplier record exactly. Use it to see who a historical transaction was with; use the Suppliers module when you need a fully linked supplier record.