How to import your Chart of Accounts and historical Account balances into Jirav
If you are using an accounting system that is not QuickBooks Online, Xero, or Netsuite, you will need to use Excel Spreadsheets to import your financial data into Jirav.
This process happens in two steps:
Note that all imports are one tab at a time, meaning, the COA is imported as one file, then the Income statement as a separate file for each month, and then the balance sheet as a separate file for each month.
The account balances are formatted as numbers with absolute amounts, meaning Liability accounts are imported as positive numbers, contra accounts like depreciation are negative or credit balances in Operating Expenses.
Step 1. Import your Chart of Accounts
This is done first in order for Jirav to know how to treat the Balance Sheet and Income Statement imports.
Pro Tip: The Chart of Accounts upload only happens once unless you update your Chart of Accounts, then you will need to re-import for the change before you upload historical actuals for the Balance Sheet or the Income Statement.
Step 2. Balance Sheet and Income Statement uploads.
The Balance Sheet and Income Statement are uploaded for each month of actuals. The Income Statement will need to be uploaded for each month by department, additional detail can be found below.
Step 1:Chart of Accounts Upload
For the first step you will need an .xlsx file with your company’s Chart of Accounts that has been exported from your accounting system.
The link below is a template that has the format for each import, COA, IS, BS - you will need to create separate files for each import so one for the COA, then one for each month of the IS and BS.
As displayed in the screenshot above, the Chart of Accounts is arranged by Summary, Number, Account and Type.
Summary: This will always be "No".
Number: This is where the number used to identify the account should be listed. If this column is not formatted as a number Jirav will not be able to import the sheet, please make sure the cell format is "Number" AND the number has to be unique.
Account: This column should show the name of accounts. Sub accounts can be specified by putting a colon (:) between the parent account name and the sub account name - AND the name has to be unique.
Pro Tip: If you export from you accounting system is semicolon delimitated, meaning the account names have a punctuation mark that is a semicolon [ ; ] the file will not upload into Jirav. You will need to download a different report from you accounting system that does not have the semicolon - you would want a report that is separated by a colon [ : ].
Type: This field specifies what category this type of account should be filed under.
- Log in to Jirav.com
- Navigate to ⚙️->Actuals
- Select the IMPORT button next to the Excel logo to navigate to the file saved on your computer
Jirav will indicate a successful upload with a green check mark and the date of the import as well as shown below.
Once you have successfully uploaded the Chart of Accounts you can then upload the Balance Sheet and Income Statement historical actuals.
Step 2:Balance Sheet Upload
The Balance Sheet will need to be exported for each month of actuals from your accounting system and then imported to Jirav. So if you were to be uploading actuals for the first three months of the year you would have three separate excel files, one for each month.
Below is a screenshot example of what this file would look like.
To upload the updated Balance Sheet, repeat steps 1-3 above.
Income Statement Upload
The Income Statement will need to be exported from your accounting system for each month of actuals by Department. So if you were to be uploading actuals for the first three months of the year you would have three separate excel files, one for each month.
The screenshot below is an example of the Income Statement export with the accounts in the leftmost column and the Departments across the columns. This will give Jirav the ability to forecast by Department and reflect variances appropriately for reporting.
In order for Jirav to know how to import the sheet please be sure to tailor the upload template headers to reflect what is within the box below in the screen shot.