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How do I import business data from a file?

The Business data import workflow posts sales, expenses or transaction lists from a CSV or Excel export — for example from a POS terminal or another system. You map the columns once; after that, every file you drop in is grouped, checked for duplicates and posted to your books.

Create an import

Step 1. Go to Workflows, open the Business data import card and pick the business.

Step 2. Click Add new and give the import a Workflow name you'll recognise — usually the POS terminal or data source (for example "Front-counter POS"). Click Create workflow. You can have several imports per business, each with its own column mapping, routing and GST setting.

Configure it (once)

The setup page has three sections:

Step 1. Basic settings — choose the GST mode:

  • GST inclusive (1/11) — the amount column is gross; GST is split out automatically.
  • GST exclusive (+10%) — the amount column is net; GST is added on top.
  • No GST — no GST on these transactions.

Unless you chose No GST, also pick the GST Payable account the collected GST posts to.

Step 2. File format — upload a sample of your data file (Click to upload your data file; CSV or XLSX). The first rows preview under Assign columns — click each column header and assign its role: Date and Amount are required; Description, Reference and Classifier are optional. For CSV files, myaccountant detects the Date format (for example dd/MM/yyyy) and asks you to confirm if it's ambiguous.

Step 3. Routing — pick the accounts rows post to:

  • Default income account — positive rows post as income here.
  • Default expense account — negative rows post as expenses here.
  • Default settlement account — the clearing or bank account transactions settle through.
  • Per-classifier settlement overrides — if you assigned a Classifier column, you can send specific classifier values to a different settlement account; anything left as Use default falls back to the account above.

Click Save and import — the file you uploaded becomes your first run, ready to review.

Run an import

Step 1. Open the workflow's history and drop a file onto Drop a file here, or click to pick one. CSV or XLSX, up to 5 MB.

Step 2. Open the run. The header shows how many rows were valid or skipped, the period covered, and the income and expense totals. The Will post table shows exactly what will be created — rows are grouped by date, classifier and type, each with its account, settlement account and total. Expand Source rows to see every row from the file, including the skip reason for any row that won't post (for example a zero amount or an unparseable date).

Rows already posted by an earlier import are recognised automatically and skipped, so re-uploading an overlapping file won't double up your books.

Step 3. Click Post to ledger and confirm with Confirm post. Income and expense entries are created for every group in the run.

Fixing mistakes

  • Unpost — available on a posted run; removes the ledger rows it created and puts the run back into review so you can adjust and re-post, or reject or delete it.
  • Reject — before posting, marks the run as failed with a reason for your audit trail.
  • Delete — permanently removes an unposted run and its rows. Posted runs can't be deleted — unpost first.
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