Import interim data

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

In Yuki you can import transactions that occurred after the start date of your administration in Yuki. You import this interim data of a current financial year from the old software program. You have to follow a number of steps in order to do import interim data. Yuki provides you with an Import Wizard that will guide you step by step through the entire import process.

Combined financial import

To import the combined interim and historical data into an administration you have to select one or more audit files containing the transactions of one or more closed financial years (see article Import historical data) during 'Step 2: Import interim (GL account) transactions of current financial year' described in this article.

In addition, with this type of import, the start date of an administration must be set to the 'oldest' year. For example, if you want to import figures from 2019, 2020 and 2021, set the start date to 2019.

Only a user with the 'Back office' role in the domain or the 'External accountant' role can import interim data.

At this moment only the interim data of Yuki, AccountView, Unit4, Unit4 Multivers, Unit4 Multivers API, Multivers, Multivers API, AFAS, Profit, Exact Online, Twinfield, ExpertM and Snelstart can be imported.  

Click on this video to see how you go through the entire import process!

When following the steps of the Import Wizard you will be asked whether you want to import the outstanding debtors, creditors and/or fixed assets. Below you will find the relevant example files:

• Openstaande debiteuren (CSV-bestand) (Outstanding debtors (CSV file))
• Openstaande crediteuren (CSV-bestand) (Outstanding creditors (CSV file))
• Vaste activa (CSV-bestand) (Fixed assets (CSV file).

The Import Wizard consists of nine steps that you have to follow. Use the menu below in order to navigate quickly to the explanation of a step in this article:

1. Prepare import
2. Import interim (GL account) transactions
3. Confirm that the import was successful
4. Match with chart of accounts in Yuki
5. Create entries
6. Import outstanding debtors (CSV file). This step is optional.
7. Import outstanding creditors (CSV file). This step is optional..
8. Import fixed assets (CSV file). This step is optional.
9. Complete the import

The CSV files must be structured according to the Yuki import format. 

From AccountView, Exact Online and Twinfield the interim transactions, the outstanding debtors and the outstanding creditors will be exported to the same audit file.

When importing from Accountview, Exact Online and Twinfield you can skip step 6 and 7!

After the import of the interim data it is possible to:

• View history
• Adjust imported files
• Delete entire import
• Only delete transaction import file.

The Import Wizard can be started from two places in Yuki:

• Click on the Back office icon in the navigation bar and then, in the now-opened screen, click on Import 
• Hover your mouse over the Financials icon in the navigation bar and then click on Import.

Click on the Import historical data button in the screen now opened.

The following screen is opened:

First select an administration when the accounting records of more than one administration are kept in the domain.

Then you have to continue with the first of in total nine steps of the Import Wizard. Below each of the nine steps of the Import Wizard are described in more detail.

Step 1: Prepare import

Before you start with the import you have to make sure that your administration settings, your chart of accounts and certain other things are configured correctly. You can pause the import process but you will go must faster through this process when you have prepared a number of things.

• Make sure your company profile is complete.
  The most important thing is that you have chosen the correct legal form and have set the start date of the first financial year. You also have to check whether the shareholders, owner/director(s) and possible participations have been filled in.
• Create all bank accounts (and credit cards) that you have used in the old administration and still have an outstanding balance.
  When creating a bank account a GL account is also created at the same time. You need this account later during the import of the interim data.
• Go through the chart of accounts and make sure that you have created and activated (enabled) all GL accounts that you ahve used before in the old administration.
  
• When you're dealing with fixed assets in your administration then make sure the 'group settings' of all fixed assets GL accounts are defined correctly.
  It is important for the import that it is clear which depreciation accounts belong to wihch investment accounts.
  
  

When you have completed all the preparations you can proceed with the next step.

Step 2: Import (GL account) transactions of current financial year

First we are going to import the interim transactions of the current financial year from the old software program. 

If you want to import transactions, you need to create a separate XAF file (from 3.0 onward) in the "Old" programfor each year you want to import and import it at step 2 all at once.

ATTENTION!

It is not allowed in Yuki to import the interim transactions from the old software program that have been posted to the ledger account '09999 Result current financial year'.

Submit the import file

Drag the transaction import file(s) to the grey area or click the grey area in order to search for and upload the file(s) on your computer. A check is now performed to verify whether the file(s) meet all the technical requirements. After that all the (GL account) transactions of the current financial year are imported.

Step 3. Confirm that the import was successful

In this step all the transactions that were included in the transaction import file are shown. This should be identical one-on-one. 

The columns that are shown can be sorted ascending or descending in order to facilitate the check of the import.

In case the transactions are not in balance (i.e. the balance is not 0,00) on a certain date you can click the button at the top of your screen in order to 'repair' the imbalance. Yuki will record an additional entry on '23010 Account unknown' for each date on which an imbalance occurred.

Do you notice too many errors or is the import file incomplete then you can delete the transaction import file again that you have imported in this step.

When you delete the import file in step 3 all the entries that were possibly already recorded in step 5 of the Import Wizard will also be deleted.

You can proceed with the next step when the import is correct.

Step 4. Match with chart of accounts in Yuki

In this step you have to match the chart of accounts of the old software program wiht the chart of accounts in Yuki. You can match the GL accounts automatically or manually. Also you can export the matched GL accounts and use them again in an other domain by importing them.

When matching the GL accounts the following GL accounts in Yuki cannot be matched (these are therefore not shown): 

• 23000 Internal transfers of funds
• 23300 Suspense account debit card payments
• 23310 Suspense account credit card payments
• 23320 Suspense account iDEAL payments
• 23330 Suspense account online payments
• 09999 Results current financial year.

The suspense accounts mentioned above are included in the checks of the quality monitor which would affect the total score (score of all checks). The 'Result current financial year' account is used by Yuki to calculate the result (of the profit-and-loss account) and subsequently record on the relevant balance sheet account.

Match automatically

When you used a chart of accounts in your old software program that is very similar to the one in Yuki or do you want to transfer an administration from another yuki domain then you can immediately match the GL accounts with the same code automatically by clicking on the Match GL accounts by code button at the top of your screen.

Match manually

Match the old GL accounts one by one to the corresponding GL account in Yuki. The GL account in the old chart of accounts at the top of your screen (left column) is already selected automatically. Navigate to the GL account in the chart of accounts of Yuki (right column). If necessary use the search box in the upper right of your screen. Then click on the Yuki GL account. 

A notification will immediately be displayed on your screen indicating that the matching (of the two GL accounts) will be saved. 

The old GL account to be matched will disappear. 

When the GL account that you want to match is not yet available in the chart of accounts of Yuki then click on the icon to the right of the old GL account description.

This GL account will now be hidden temporarily. When you are finished with matching all the GL accounts then you can make the account(s) for which you still have to create a GL account in Yuki visible again by clicking on the Show hidden GL accounts button.

A notification indicating that the matching is completed will be displayed on your screen when all the GL accounts (also the hidden ones) are matched.

Export and import matchings

When you want to use the Import Wizard again in another domain you can export the created matchings by clicking on the Export button at the top right of your screen and save them as a CSV file on your computer. Later you can then reuse the file in a new domain by importing it there by clicking on the Import mappings button. A notification will always be displayed indicating whether or not you want to overwrite the existing matchings.

Check and remove matchings

Double check the created matchings before you proceed with the next step. You can do that by clicking on the Already matched option in the drop-down menu in the upper left of your screen.

Here you see the old GL account together with the matched GL account in Yuki. Click on the red cross in order to remove the matching. Subsequently you have to select the Pending to match option in the drop-down menu in order to create the matching again.

You can proceed with the next step when the matchings are complete and correct.

Step 5: Create entries

Now that the import is complete and all old GL accounts are matched with the GL accounts in Yuki you can create entries in Yuki that are based on the imported transactions.

When you click on the Create entries button Yuki wil create all the entries. The creation of these entries can take some minutes when larger administrations are involved.

TIP!

You will receive an email from Yuki when the import of the transaction import file begins and ends.

Refresh your screen so that the following screen is opened:

Here you see all the created entries per transaction line. The transactions are recorded on the relevant GL accounts. Yuki will create the corresponding bank lines, purchase and sales invoices (documents), opening balance and open items right away. Subsequently these will be matched automatically as much as possible (Smart Matching).

If contact details were also included in the imported transactions then Yuki will also create those contacts.

Lines with an amount of 0,00 will be skipped.

Yuki will create a general journal entry when a purchase invoice or a sales invoice contains multiple invoice lines:

A notification indicating that the entries are recorded successfully will be displayed on your screen. You can now proceed with the next step.

Step 6: Import outstanding debtors (optional)

When importing from Accountview, Exact Online and Twinfield you can skip step 6.

When there are no outstanding debtors you can immediately proceed with the next step by clicking on the Next step button.

In this step the invoices of customers that are still outstanding will be created. Use a CSV file in the following format:

The Yuki import format for outstanding invoices

The import file must be a CSV file that contains the following 10 columns:

The first line of the file must contain the column headings (column names). You're free to determine the column names but the order and the number of columns must always be the same as described above.

Drag the import file(s) to the grey area or click the grey area in order to search for and upload the file(s) on your computer. A check is now performed to verify whether the file(s) meet all the technical requirements. After that all outstanding debtors  are imported.

During the import of the file a transaction line will be created directly on the invoice date for each outstanding debtor.

A notification indicating that the outstanding invoices were created successfully is displayed on your screen when you click on the Next step button.

Step 7: Import outstanding creditors (optional)

When importing from Accountview, Exact Online and Twinfield you can skip step 7.

When there are no outstanding creditors you can immediately proceed with the next step. When there are still outstanding invoices of suppliers then proceed with step 6 but then for creditors.

A notification indicating that the outstanding invoices were created successfully is displayed on your screen when you click on the Next step button.

Step 8: Import fixed assets (optional)

In this step possible fixed assets and the corresponding depreciated amounts are imported. Use a CSV file in the following format:

The Yuki import format for fixed assets

The import file must be a CSV file that contains the following 11 columns:

The first line of the file must contain the column headings (column names). You're free to determine the column names but the order and the number of columns must always be the same as described above.

Drag the import file(s) to the grey area or click the grey area in order to search for and upload the file(s) on your computer. A check will now be performed to verify whether the file(s) meet all the technical requirements. After that all fixed assets are imported.

During the impprt a general journal entry will be created per asset. Also a general journal entry for the cumulative depreciated amount will be created for the assets on which an amount was already depreciated.

The depreciation costs of the assets are recorded on the depreciation account and the depreciation costs account. For those accounts the balance will be recorded as 0,00 by means of a contra entry on the 'Suspense account opening balance assets' so Yuki can now calculate the correct depreciation costs.

A notification indicating that the assets were created successfully is displayed on your screen when you click on the Next step button.

Step 9: Complete the import

In the final step of the import process Yuki will show the result of the Smart Matching and checks the balance on the start date of the following GL accounts:

• Result of Smart Matching
• 11099 Suspense account opening balance banks
• 13001 Suspense account opening balance debtors
• 16001 Suspense account opening balance creditors
• 02999 Suspense account opening balance assets.

When a cross is shown behind one or more GL accounts it means that the balance on the start date of the administration is not in balance ór the relevant import file has not been imported yet. By clicking the relevant suspense account you can check the balance.

View history
After you have gone successfully through all the steps of the Import Wizard you can view all the entries/general journal entries created by Yuki by clicking on the History button.

Adjust imported files (XAF and/or CSV)

It may be the case that you want to adjust one or several import files and then upload them again. You have to open the Import Wizard again by clicking on the BO button at the top of your screen. Subsequently you click on Import on the left of your screen and then you click on the Import historical data button at the top of your screen. The final step of the Import Wizard 'Step 9: Complete the import' is opened again.

In the historical Import Wizard you can go back to previous steps, from step 9 you can click on step 8, 7, 6 etc.

In the upper left of steps 3, 6, 7 and 8 the Delete button is shown.

Yuki will delete the relevant import file and all corresponding entries/general journal entries by clicking on the Delete button.  

Delete entire import

When you want to do the entire import of the interim data again then step by step you have to go back through all the steps in the Import Wizard and delete the relevant imported files.

However, the GL account matchings will remain. 

When you want to adjust the matchings you have to delete the transaction import file and subsequently upload it again. You have to go through all the steps again and in step 4 you can adjust the matchings.

Only delete transaction import file

When the import of the outstanding debtors, outstanding creditors and fixed assets is correct but you want to upload the balance sheet transactions again then you can click on step 3 at once from the historical Import Wizard.

In the screen now opened, click on the Delete button. The following screen is opened:

Then click on the OK button. The following screen is opened:

ATTENTION!

If you have imported the outstanding debtors, outstanding creditors or fixed assets, the screen below appears when you have confirmed that you want to permanently delete this data: :

By clicking on the No, only transactions button you will only delete the transaction import file. The other import files and entries/general journal entries will remain.

By clicking the Yes button you will delete all the import files and the entries/general journal entries at once.

TIP!

You will receive an email from Yuki when the deletion of the transaction import file or all import files begins and ends.