How to upload a Manual Journal to ApprovalMax

How to upload a Manual Journal to ApprovalMax

Manually entering data into journals can be a tedious task, particularly when dealing with large volumes of transactions.
To streamline this process and save valuable time, ApprovalMax allows to upload Manual Journals in a predefined .csv format.
This feature is accessible within the edit form of Manual Journals and for Requesters in the Manual Journal workflow.

To successfully utilise this feature, make sure your CSV file adheres to the following requirements:
Header Row: the CSV file should contain a header row with column names matching exactly the table format.
  1. Narration: text field (up to 4,000 symbols). This field is mandatory.
  2. Date: dates in the English (United Kingdom) format, e.g., 25/12/2023 or 25 Dec 2023. This field is mandatory.
  3. Description
  4. AccountCode: alphanumeric value limited to 10 characters. This field is mandatory.
  5. TaxRate: tax rate
  6. Amount: debit (positive) or credit (negative) amount. This field is mandatory.
  7. TrackingName1
  8. TrackingOption1
  9. TrackingName2
  10. TrackingOption2
Data Rows: each row in the CSV file should represent a line item, following the same order as the columns listed in the header row.

Maximum Size: each file is limited to a maximum of 500 rows.

Here is how you can upload a Manual Journal via a CSV file:

  1. Click on the +NEW REQUEST button in the top right-hand corner near your Avatar: 

  1. In the pop-up window, select the request type Manual Journal from the respective Organisation and click on CREATE A REQUEST:
  2. In the Manual Journal creation form, click on the IMPORT FILE button:
  3. In the pop-up window, download the Template file and fill in the respective columns.
    Below is an example of what the filled-in file should look like:
  4. When you have entered the required information, save the file and upload it to ApprovalMax by clicking on the UPLOAD CSV File button.
    Then click on IMPORT to upload the import data from the CSV file:

  5. Double-check that all data is correct and submit the Manual Journal for approval:
  1. If you encounter any errors during the upload process, please refer to our troubleshooting article for assistance.


    • Related Articles

    • Troubleshooting: potential errors during Manual Journal creation via a .csv file upload

      When uploading a CSV file for Manual Journal creation, you might experience certain errors. Below, you'll find details on what to then check and the corresponding solutions: Check Reason/Solution The file must be a CSV (Comma Separated Values) file. ...

    • How to create a Xero Manual Journal

      Before creating a Manual Journal, you first need to set up and activate a Manual Journal workflow in ApprovalMax: Specify all users who will be allowed to create Manual Journals in the "Creation" step. By adding Requesters to this step, they get ...

    • How does the Xero Manual Journal workflow work?

      In ApprovalMax, you can set up multi-step approval workflows for Xero Manual Journals. Users of Organisations connected to Xero then create Manual Journal requests directly in ApprovalMax. This is how the approval of Manual Journals works: Manual ...

    • When is a Xero Manual Journal number assigned?

      After the final approval in ApprovalMax, a Manual Journal number is assigned in Xero. It's important to note that Xero's API doesn't support the automatic numbering of Manual Journals. Therefore, the assigned Manual Journal numbers will only be ...

    • How to create a Line Item Accrual report and export it to a Manual Journal

      Creating Accruals* in ApprovalMax is a straightforward process that helps maintaining accurate financial data. * Accruals in ApprovalMax on Line Item level provide a comprehensive solution that allows you to create Accrual reports, generate journals ...