Manually entering journal lines can be time-consuming, especially for transactions with many line items. To save time, ApprovalMax lets you upload a Manual Journal using a predefined CSV template.
This feature is available to Requesters when creating a Manual Journal request in ApprovalMax.
File requirements
Before uploading, make sure your CSV file meets these requirements:
Header row: the file must include a header row with column names matching the template exactly.
Narration: text field, up to 4,000 characters. Mandatory.
Date: date in the UK format, e.g. 25/12/2023 or 25 Dec 2023. Mandatory.
Description: a free-text description for the line item. Optional.
AccountCode: the Xero account code for the line item, up to 10 alphanumeric characters. Mandatory.
TaxRate: the tax rate applied to the line item.
Amount: the line amount. Enter a positive value for a debit, a negative value for a credit. Mandatory.
TrackingName1 / TrackingOption1 / TrackingName2 / TrackingOption2: optional tracking category and option, where used.
Data rows: each row represents one line item, in the same column order as the header row.
Maximum size: 500 rows per file.
Here is how you can upload a Manual Journal via a CSV file:
Click on +New request in the top right corner, next to your avatar.
In the pop-up window, select the request type Manual Journal from the relevant Organisation and click on Create:
In the Manual Journal creation form, click on Import file.
In the pop-up window, download the Template file and fill in the respective columns.
After entering the required information, save the file and upload it to ApprovalMax by clicking the Upload file button.
Then click Import to upload the data from the CSV file.
Double-check that all data is correct, then submit the Manual Journal for approval.
If you experience any issues during upload, consult our troubleshooting article.