Xero:Extract/Amend/Import Accounts

PostTrans imports Accounts, which could be manually entered with the assistance of in-cell searching, using copy and paste, imported from CSV file or extracted from Xero using the Extract button.

• Account Import Example
• Demo Videos
• Template Structure in detail
• Common Features
• Template Tags
• Related Example Templates included with PostTrans

Related Pages

• Posting a Manual Journal
• Posting a Sales/Purchase Transactions
• Sync Accounts to Multiple Companies

Import Nominal Account Features in Xero

Simply add new lines to the spreadsheet from row 4 on-wards. Then press Import button, on the PostTrans Toolbar, to import single or multiple Suppliers (Examples shown below).

Advantages

• Visual Validation of data as processed highlighting an error
• Multi Company updates to sync Multi Company Chart of accounts
• Search for Account, Stock, Project, Nominal, using our In-Cell Searching
• Add formula, vba or macros to manipulate the imported data
• Press Extract to populate the sheet with existing data, amend and Import
• Easy importation from CSV file
• Double click on Account code to view Chart of accounts in Xero

Examples of importing Xero Accounts

Demonstration Video

Template Structure for Static Data

The template must have tag ‘xeroAccount’ in cell A1 to instruct PostTrans that we are interested in Xero Accounts, and that the sheet is a PostTrans Template.  Pressing Import or Extract on a blank sheet will either open an existing example or create basic template for you to customise.

Row 1 contains a series of tags, which denote to PostTrans the data to be read/written in each column. These tags, and data columns can be rearranged to suit your needs, and the tags are added using the Tags button. See on-line Training   Deleting the Tag name, in the cell, from this row removes the Xero mapping.   Table of Accounts Tags

Hovering over these tags, in row 1, will show a comment which explains the tags purpose, data type and any other useful details.

Common Features

In-Cell Searching

Any Tag ending with ^ with have a in-cell search facility to look up associated values.  Use SPACE + TAB to see all values, or SPACE and TEXT to perform a text search on description. These are returned to the cell as "CODE, DESCRIPTION".  PostTrans only uses the CODE and ignores the comma and anything after it, thus data from a field would only need the CODE part of the data if from an external imported file.  

In-cell Searching can be turned off by removing the ^ from the end of the tag name, or name in first line of comment (Header cells) to disable in-cell searching for a single column, or header cell.  All in-cell searching can be turned off in Setup.  In-cell searching.

Xero Data Cache

All associated Account, Tax, Currency, Contact and Product Item data needed to validate, or provide In-Cell Searching, is cached locally on you PC to enable PostTrans to deliver Optimal performance. This cache can be tailored to you own particular needs using the Cache button the tool bar.

Extracting the Data

The data extracted using the Extract button can be filtered, by entering criteria in row 2. Hover over cell A2 for instructions. Extracting Data

Amending Accounts Data

Having extracted data, the user can now simply edit the Accounts in Microsoft Excel, before re-importing it back into Xero. 

PostTrans uses the tagged column AcCRC to detect changes in rows.  Therefore, only records/rows which have changed since extraction are updated.  If you add or delete a tagged column, PostTrans will treat ALL rows as having changed, and thus ALL records will be updated on next Import.

Importing the Data

Simply press the Import button to validate and import the data into Xero.  PostTrans will read the Header cells and then process the rows of data until AcCode column contains no data. The Xero Company imported into can be set in the Setup window.

PostTrans ONLY edits those fields listed on the sheet when importing, thus any existing values, on a record, are unaffected.   New records may have default values for certain fields.

File Import Button

This can be enabled in Setup to easily import cvs, or fixed length files, into sheet for importation.   Formula can also be added, or macros/VBA to manipulate this data before importation.   Import from CSV file.

Validation

Any values and associated codes will be invalid during import.   The cursor will be moved to highlight any problems in data.

Evaluation and License

This functionality will work with Xero Demo data without a license. A license is required to import into any other Xero Company.  Pricing

What else can I do?

Other Xero Extract/Import types

Frequently Asked Questions?

Got another question? It may well be covered on our Frequently Asked Questions page.

Other Useful Topics

Clear Transaction and copy down formula

PostTrans Tags which map to Xero

Not all these tags/columns are needed. The table below lists the required and recommended:

Tag Name	Data Type	Description
Important Fields:
xeroAccount	Text Req	Returns `POSTED` if Trans line has been posted and will be ignored if `POSTED` (required). Also reports errors/warnings in data row
AcCRC	Text Req	Contains CRC number to help PostTrans detect changes in current row.
Special:
AcDelete	Text 1	Delete record if "X"
AcFindCode^	Text 8	Search for record by entering code or pasting list, at top of column, and pressing Extract button     In Cell Searching values in table ACCCODEALL
System:
Account Details:
AcCode	Text 10 EOF Req	Nominal Code (Double Click to view Xero Chart of Accounts)
AcType^	Text 60	Type
AcName	Text 70 Req	Name
AcDesc	Text 4000	Description
Tax:
AcTaxCode^	Text 100	Tax Code can be Xero Code or Tax name e.g. INPUT2 or 20% (VAT on Expenses)     In Cell Searching values in table TaxCodeALL
Other:
AcAllowPayments	Yes/NoTF	Allow Payments
AcShowOnDash	Yes/NoTF	Show On Dash
AcShowExpenses	Yes/NoTF	Show Expenses
Bank Accounts:
AcBankType^	Text 60	Bank Type         In Cell Searching values:Bank Account Type                   BANK, Bank account                   CREDITCARD, Credit card account                   PAYPAL, Paypal account
AcBankNo	Text 60	Bank acc No
AcCurCode^	Text 60	Bank Account Currency     In Cell Searching values in table CURRENCY

Req = Field is required    EOF = End of file, Stop when no more values    

With data type Yes/No fields, if cell starts with 'y' or 'Y' is taken as TRUE

Where ^ denotes a In Cell Code Search, delete ^ at end of tag, to turn off code search

All Text fields are trimmed (spaces before) by default. Add ' to the end of the tag name to stop this.

Related Example Sheets

You can easily access the example sheets by pressing Help button, on the PostTrans Toolbar to access these related examples, or downloading them from the links below.

To use the template, with Sage 50, install PostTrans. Download
Trial with Sage demo company. Purchase a month subscription for Live Sage Company. Price
Watch the On-line Training course on how to use and customise the templates.

Download xeroStatic.xlsx
	Static Data - Contacts (Customer and Suppliers)
Static Data (non Transactional):
Transactions - Nominal Journals: