How to import a chart of accounts

Please note: If you are importing your data from Sage 50 or Acomba software, please contact a member of our teamWe have a tool that imports your data automatically.

Before you start, make sure you do not have any transactions.

Importing and creating your charter of accounts must be done from your first steps in GEM-CAR.

Your account must not contain any transactions when importing a chart of accounts.

If you have made transactions, but want to import a chart of accounts, three options are available to you:

  1. Do not import a chart of accounts. Instead, configure your account charter manually.
  2. Delete your few transactions one by one.
  3. Contact your representative or email This email address is being protected from spambots. You need JavaScript enabled to view it. and we will do it for you.

Import a chart of accounts from an Excel file.

To import a chart of accounts from an Excel file, you must first export our template which you can modify later.

To get started, in the left menu, click Configurations > Import/Export. 

Click on the Accounts tab and then on the blue Export your data button.

This is what a complete account charter can look like:

Code  - Enter the account number. This is usually a four or six digit number.

Name  - Enter the account name. Make sure this name is descriptive. For example, if this is the account for Federal Rebates, name it “Federal Rebates”.

Type - Enter in the box the code that corresponds to the type of account:

AC = Short-term assets
AL = Long-term assets
PC = Short-term liabilities
PL = Long-term liabilities
C = Capital
R = Income
AR = Other income
D = Expenses 
AD Expenses = Other Expenses

For example, if this is an income account, enter the letter R. If this is an account for long-term liabilities, enter PL . 

Credit/Debit  - Enter in the box if it is a debit or credit account:

C = Credit
D = Debit

If it is a credit account, enter  C.  If it is 'a debit account, enter  D.

Taxable  - Enter in the box whether this is a taxable account or not:

If it is taxable, enter Yes . If it is not taxable, enter No.

Currencies  - Enter in the box whether it is an account in Canadian or American currency:

CAD = Canadian currency
USD = American currency

If it is an account in Canadian currency, enter CAD. If it is a US currency account, enter USD.

Starting Balance - Enter the starting balance of the account

More details on opening balances: Opening balance sheet validation

If the balance is in credit, enter a negative amount. If the balance is debit, enter a positive amount. The Starting Balances column must sum to zero.

Main account configurations

B = Default Bank, Usually 1020
BF = Current Profit, Usually 3150 (Net Profit)
R = Default Main Income, Usually 4200
A = Default Main Purchase, Usually 5200
C = Account Receivable from Customers / Receivable , Usually 1200 (Will be $0 upon import*)
P = Suppliers Account Payable / Payable, Usually 2100 (Will be $0 upon import*)
EC = Early Pmt customer discount and sales discount, Usually 4240
EP = Early PMT supplier discount and rebate on purchases, Usually 5240
TPSP = GST collected on sales (To be paid), Usually 2310
TVQP = TVQ collected on sales (To be paid), Usually 2340
TPSR = GST paid on purchases ( Receivable), Usually 2315
QST = QST paid on purchases (To be received), Usually 2345
AJ = Adjustments account

For example, if this is your default bank account, enter the letter B. If an account does not exist, you will need to create it even if you will never use it.


HG = Group Header
SG = Subgroup Account
TSG = Subgroup Total
CG = Group Account
TG = Group Total

Account codes must be unique

Attention! If you import an account chart that contains an account code that already exists in Active, the account in Active will be replaced by the account in the chart.

For example, you add to your charter in Excel format a GST Paid account whose code is 1007. However, you did not realize that you already have a QST Paid account configured in Active whose code is 1007. When importing your charter, the QST Paid account would be replaced by the GST Paid account, because they have the same code.

Active and inactive accounts

When you import an account chart, accounts already configured in Active will become inactive, and imported accounts will become active. So make sure that all your accounts are included in the account charter that you import.

For example, you have already configured your Petty Cash account (1002) in Active, but you want to import a chart of accounts. If the chart of accounts that you import does not include account 1002 - Petty Cash, this account will become inactive in the software.

* The main accounts type C, Account Receivable from Customers and P, Account Payable from Suppliers, must have a starting balance of zero. The trick is to add the amounts from the two accounts and add it to the AJ type account, Adjustments account. This way your trial balance will balance after import. All you have to do is import your receivables and payables using the Invoices tab. There, where the Customer type lines will total the amount you had in the C type account and the Supplier lines will total the amount of P.

Tip: In Excel, make sure to add up the “Start balance” column. If you get to zero you can proceed with the import, otherwise you still have some work to do. (Remember to delete this total before importing it).

Activate an inactive account

To activate an inactive account, click Accounting > Chart of accounts. Next, click on the blue Lists icon in the upper right corner of the screen.

In the Lists dialog box, select the Inactive status and click the green Filter button.

From the list of inactive accounts, click on the account you want to activate.

On the account information page, select Yes under the menu labeled Active.

Then click on the green Save button. 

Finally, it is always wise to plan ahead and have your charter of accounts validated by the external accountant who closes your year by providing them with your income statement. (To make their job easier, invite your accountant to join Actif!)

Also, do not hesitate to call on one of our certified accounting professionals.

Posted 1 month agoby Richard Martin
#546 viewsEdited 9 hours ago

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