Importing and Exporting Data

If you just started using NCL Accounting, there may be some previous data that you wish to import into the system. Fear not, because this section will provide you with a thorough explanation to help you get started.

First, what you need to do is to download the import template here: Import File Format

Alternatively, you can also download the import file template from by scrolling down to our footer. Under Resources, click on the Import File Format as shown below:

resources

You are required to map the column accurately, otherwise, you may fail to import the files. Please check out other tabs to learn more on the map fields.

NCL Accounting's export function lets you export any data from within the system into excel format. The function is available in most of the modules.

To export the file out, simply click on the located on the top-right corner of your screen.

Column Description Size Mandatory
Account Code The account code, based on the Account Type 35 Yes
Debit The debit amount Yes
Credit The credit amount Yes
Debit in Foreign Currency The debit amount in foreign currency other than your based currency Yes
Credit in Foreign Currency The credit amount in foreign currency other than your based currency Yes
Column Description Size Mandatory
Account Type Define the account class, accepted values:
  • Accounts receivable
  • Accounts payable
  • Cash and bank
  • Cost of sales
  • Current assets
  • Current liabilities
  • Equity, Expenses
  • Fixed assets
  • Income
  • Income Tax
  • Liabilities & Equity
  • Long term liabilities
  • Operating expenses
  • Other assets
  • Other current assets
  • Other current liabilities
  • Other expenses
  • Other income
  • Retained earnings
  • Revenues
  • Stock
  • Stock closing balance
  • Stock opening balance
 Yes
Code The account code 35 Yes
Name Name of the account 255 Yes
Description Description of the account 255 Optional
Type Only for Cash and bank type accounts, accepted values are:
  • Cash
  • Savings
  • Current account
  • Other accounts
 Yes
Account No. Bank account number 255 Optional
Currency Currency of the bank account Yes (for bank only)
Column Description Size Mandatory
Code The customer code 35 Yes
Name The customer name 255 Yes
Control Account Code The customer control account code 35 Yes
Term The payment term for customer 35 Optional
Credit Limit The credit limit for customer Optional
Currency The currency use for transaction Yes
Description Remark for the customer 255 Optional
Phone 1 Phone number of the customer 30 Optional
Phone 2 Phone number of the customer 30 Optional
Fax Fax number of the customer 30 Optional
Email Email address of the customer Optional
Website The website address of the customer's company Optional
Address 1 Address of the customer 255 Optional
Address 2 Address of the customer 255 Optional
City City 255 Optional
State State 255 Optional
Post Code Post Code 100 Optional
Country Country Optional
Contact Name Contact name of the customer 255 Optional
Customer Type The customer group 60 Optional
Column Description Size Mandatory
Customer Code The customer code 35 Yes
Date The historical customer invoice date Yes
Invoice No. The historical customer invoice number 255 Yes
Currency The currency in use
Rate Currency rate in use when you created the customer invoice.
Based currency is always 1.00		 Yes
Amount Without Tax The amount without tax Yes
Tax Rate The tax rate Optional
Tax Amount The amount of tax Optional
Amount The total amount Yes
Column Description Size Mandatory
Supplier Code The supplier code 35 Yes
Invoice Date The historical supplier invoice date Yes
Invoice No. The historical supplier invoice number 255 Yes
Currency The currency in use
Rate Currency rate in use when you created the customer invoice.
Based currency is always 1.00		 Yes
Amount The total amount Yes
Column Description Size Mandatory
Account Code The supplier code 35 Yes
Type Transaction type:
  • Deposit
  • Payment
 Yes
Date The historical unpresented cheque date Yes
Currency The currency in use
Cheque No. The cheque’s number 255 Yes
Ref. No. The cheque’s reference number 255 Optional
Details The cheque’s details 255 Optional
Amount The cheque’s amount Optional
Column Description Size Mandatory
Item Code The stock item’s code 35 Yes
Quantity The stock item’s in hand quantity during your opening balance Yes
Unit Cost The stock item’s unit cost
Amount The total amount of the stock item Yes
Column Description Size Mandatory
Code The stock item’s code 35 Yes
Name The stock item’s name 255 Yes
Stock Code The group or category where stock item is categorized. 35 Yes
Supply Tax The output tax code Optional
Purchase Tax The input tax code Optional
Stock Control If it is a physical item: Yes
If it is a service item: No		 Optional
Costing Method The costing method of the stock items. There are 3 types, which are:
  • Fixed Cost
  • Weighted Average
  • FIFO
 Optional
UOM The unit of measurement 60 Optional
Selling Price The stock item selling price Optional
Fax Fax number of the customer 30 Optional
Purchase Price The stock item purchase price Optional
Standard Cost The stock item standard cost Optional
Barcode The stock item’s barcode. 255 Optional
Contain Serial No Is the stock item with serial number? Yes/No Optional
Column Description Size Mandatory
Code The supplier code 35 Yes
Name The supplier name 255 Yes
Control Account Code The supplier control account code 35 Yes
Term The payment term for supplier 35 Optional
Credit Limit The credit limit given by the supplier Optional
Currency The currency use for transaction Yes
Description Remark for the supplier 255 Optional
Phone 1 Phone number of the supplier 30 Optional
Phone 2 Phone number of the supplier 30 Optional
Fax Fax number of the supplier 30 Optional
Email Email address of the supplier Optional
Website The website address of the supplier's company Optional
Address 1 Address of the supplier 255 Optional
Address 2 Address of the supplier 255 Optional
City City 255 Optional
State State 255 Optional
Post Code Post Code 100 Optional
Country Country Optional
Contact Name Contact name of the supplier 255 Optional
supplier Type The supplier group 60 Optional