First Choice Final Accounts home page

User guide

Overview                                                  
What you need to know
System requirements 
Upgrades
Version history

Getting started
Introduction
Setting up a new client
 Creating your first accounts - step by step        
Final accounts production checklist
Console toolbar

Using First Choice Final Accounts    
Chart of accounts
Accounts description file
Special account codes
Posting file data entry
Transferring opening balances
Importing trial balances
Using the client data screens
Printing the final accounts
Using Quick View/print
Dealing with fixed assets
Creating/filing accounts for Companies House

Other Topics
Periods of accounts and comparatives
Final accounts creation options
Cashflow statements for limited companies
Final accounts validation
HMRC Live validation
The trial balance import wizard
How the software handles iXBRL
The iXBRL viewer
Submitting accounts to HMRC and Companies House
Exporting self assessment data to tax packages
The Clients directory screen
 Installing import conversion files
Final accounts formatting options               
Limited Company abbreviated accounts                                                                     
                                                                         

 

 

 

                        

The trial balance import wizard

The trial balance import wizard simplifies the task of importing externally produced accounting data into First Choice Final Accounts. Trial balances in the CSV (comma separated values) format and other formats can be imported directly into a posting file with a few button clicks. Most accounting software and accounts production packages have an export function which can create a csv file for a trial balance.

The wizard has dual functions - (1) importing a trial balance using an existing conversion file - see the separate topic importing trial balances  and (2) creating a new import conversion file, which is the subject of this topic.  Both functions use the same interface and use the same files but the creation function starts with an empty Conversion file to which mapping data is added,

This help topic assumes you have saved the csv trial balance file, for which you want to create a conversion file, on your computer and you have set up an appropriate client type and empty posting file. 


CREATE FILE STRUCTURE

  1. Click the Trial balance import wizard button on the toolbar.
  2. The Select import conversion file dialog box will appear.
  3. Select New Conversion File and click OK. The Open dialog will then appear.
  4. Navigate to the folder where your csv trial balance is saved and double click the file. The trial balance and the conversion file will load into the Import wizard and display the various fields in your csv file.
  5. The wizard's dialog box will also display instructions, step by step.
  6. First hide any superfluous fields - this is not mandatory, but will help you make the correct field selections.
  7. Select the Conversion Key Field. This is usually the field number of the Account code when numerical account numbers/codes are used. If account numbers/codes are not used then select the field number of the account description/narrative.
  8. Select the Conversion Key Type. - Numeric or Text - see 7 above.
  9. Select which field DEBIT values are in.
  10. Select which field CREDIT values are in.
  11. If the DEBIT field and the CREDIT field are the same, you will be asked whether negative values are DEBIT or CREDIT.
  12. When you are satisfied you have selected the correct field numbers, click the SAVE NEW FILE button. You will be asked to name the new file. Choose a name that means something to you, that you will remember.
  13. Click Lock file.

MAPPING THE TRIAL BALANCE

  1. For each line in the trial balance click the corresponding MAP TO> button and select the account code number you wish to map to from the pop-up Account Selector. Tips: Use the search facility at the bottom of the Selector for fast location of the required account and check the Account Group name box at the top.
  2. Click the Save Selection button or Cancel button as required.
  3. The wizard's dialog will indicate how many records in the trial balance are unmapped.
  4. Deselect the IMPORT checkbox of any record you do not wish to import. Tip: If the trial balance you have imported contains accounts with zero balances, there is no necessity to map these at this time - you can do so, if necessary, on a future import using this mapping file.
  5. When you have fully mapped the trial balance, you are done and the Insert Data button will be enabled. Click this if you wish to import the trial balance or click the Cancel Import button

Note: The Cancel Import button just closes the wizard, but the current state of the conversion file is saved. You can make changes to the mapping content at any time.

The next time you wish to use this conversion file, just select it and lock it.

Customized import conversion files can be obtained from HMSoft and installed in the program.