How do I review and post a business data import?¶

Each file you import through Business data import waits for you to check it before anything reaches your books. This guide explains what you see on an import, and how to post it or undo it. To set an import up, see How do I import business data from a file?

Find the import¶

Open Workflows, then Business data import, the business, and the import's name. The history lists every file, newest first, with the File, when it was Uploaded, its Rows (valid, and any skipped), Income, Expense and Status. Select a file to open it.

Status	What it means	What to do
Ready to post	Every row was read and nothing in it was posted before.	Check the totals, then post it.
Needs review	There is something to check. The first reason is shown under the status.	Open it and read the reasons.
Posted	It is in your books.	Nothing, unless you spot a mistake.
Failed	No row could be read, or you rejected it. The reason is shown on the import.	Check the setup, then import the file again.

A posted import marked No new rows had every group posted already by an earlier import, so nothing new was added.

Check the import¶

Messages at the top¶

A Ready to post import says Ready to post. A Needs review import says Check these before posting and lists the reasons:

What you see	What it means	What to do
… skipped: Date parse failed: …	The date in those rows couldn't be read.	Check the Date column and Date format in the setup.
… skipped: Amount parse failed: …	The amount in those rows couldn't be read.	Check the Amount column in the setup.
… skipped: Zero amount	Those rows have an amount of zero.	Nothing — they have nothing to post.
… skipped: No income account configured, No expense account configured or No settlement account	An account is missing from the setup.	Choose the account in the setup.
… already posted with the same total — it will be skipped	An earlier import already posted this.	Nothing — it won't be posted twice.
… already posted with a different total — check before posting	An earlier import posted the same group with a different amount.	See A group was posted before with a different total.

Skipped rows are never posted. To change columns or accounts, select Edit setup, save your changes, and then import the file again.

The summary¶

The summary shows the file name and upload date, how many rows were valid, skipped and read in total, the Period the rows cover, and the Income and Expense totals.

Will post¶

Will post shows exactly what will go into your books. Rows are grouped by date, classifier and whether they are income or expense. Each group shows its Date, Classifier, Type, Account, Settlement account, the number of Rows and the Total. Each group becomes one income or expense entry.

A group posted by an earlier import shows Already posted in run and the date it was posted. It is skipped, so overlapping files don't double up your books.

Source rows¶

Select Source rows to see every row from the file, including its date, amount, description, reference, classifier and account. Skipped rows are marked in red with the Skip reason.

Post it¶

Step 1. Select Post.

Step 2. Select Confirm post. An income or expense entry is created for each group.

If you are working in a different business from the import's business, posting is refused with This import belongs to a different business than the one currently selected. Switch to the import's business and try again. Switch business and post again.

A group was posted before with a different total¶

Post isn't available while any group was posted before with a different total. The group says Previously posted as the earlier amount and this file says the new one.

If this file is right: open the earlier import, select Unpost, then come back and post this one.
If the earlier import was right: select Delete on this one.

Undo or remove an import¶

Action	When you can use it	What it does
Unpost	On a posted import.	Removes the entries the import created and puts it back in review. Select Confirm unpost. You can then post it again, reject it or delete it.
Reject	Before posting.	Marks the import as Failed. Type a reason (required), then select Confirm reject.
Delete	On any import that isn't posted.	Permanently removes the import and its rows. Select Confirm delete. A posted import must be unposted first.

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