Before you start

Before importing the trial balance:

• Make sure you have the Add new journal staff permission.
• Make sure the trial balance file from Xero is complete and balances.
• Check that you are importing the correct accounting period.
• Review the Bright AP chart of accounts and identify any accounts that may need to be mapped.

Import the trial balance

1. Open the relevant client/dataset.
2. Go to Nominal Ledger > Trial Balance.
3. Select TB Import.
4. Select Xero from the available mapping templates and click Next.

5. If required, select Columns & Layout to customise the template to match the Xero file.

   You can configure:

   • Which columns are included or excluded.
   • The number of header rows in the source file.
   • Whether zero-value nominal codes are included.
   • Whether the source nominal descriptions are saved in Bright AP.

   Important: The columns declared in the template must match the columns in the source file. If they do not match, the file may fail to upload.

6. Select Choose File and upload the Xero trial balance file.
7. Click Next.

8. Review the mapping screen.

   The mapping screen displays the source account information and the corresponding Bright AP fields, including:

   • Source account code.
   • Source account description.
   • Bright AP nominal code.
   • Bright AP nominal description.
   • Current-year balance.
   • Comparative-year balance.

9. Map any accounts that do not have a Bright AP nominal code.

   You can enter the Bright AP code manually or use the magnifying glass to search for and select the appropriate nominal.

10. Make sure all source accounts have a Bright AP code before continuing.
11. Click Next.
12. Bright AP will validate the data and queue the trial balance for import.
13. When the import has completed, a notification will appear.
14. To view the imported trial balance, go to Nominal Ledger > Journals.

Creating or customising a mapping template

If the standard Xero mapping template does not match the format of your source file, you can create or customise a template.

From the TB Import screen:

1. Select New Template to create a new mapping template.

2. Enter a template name.

   Note: Template names cannot contain spaces or special characters.

3. If required, select an existing template under Create from Template.
4. Configure the columns and header rows to match the source file.
5. Choose whether to include zero-value nominal codes.
6. Choose whether to save the source nominal descriptions.
7. Select Add.

The template can then be selected when importing future trial balances.

Editing an existing template

To edit a mapping template:

1. Select the template using the checkbox.
2. Open the inline menu.
3. Select Edit.
4. Amend the template settings as required.
5. Save the changes.

You can amend the template name, columns, header rows, zero-value settings and nominal description settings.

Important

If the trial balance contains current and comparative figures, these can be imported together.

Always review the imported balances and mappings before producing the accounts.