Table of Contents
Introduction
Use the transaction import file when you want to import transactions into Indigo Business via CSV or XLSX file. The same file template is used for different transaction types, including journals, invoices, and credit notes, so you only need to complete the columns that apply to the transaction you are importing.
This article explains what each column is used for, which columns to complete for each transaction type, and what to look for while filling in the file.
Before you start
Find out how to download an empty transaction import file ➡️ here.
❗Important: The way you fill in and combine the TransactionDate and TransactionReferenceExtra1 columns will influence how the system groups the rows into a transaction/journal when importing the file. The grouping logic is explained in full in ➡️ this article, check it before importing your transactions.
🧐 Curious about the list of transaction types available in Indigo Business? Check ➡️ this article out.
The Transaction Import File
Below the list of available columns, each with its own definition:
Transaction Details Columns
These columns are the equivalent of the fields in the header section of the any transaction screen.
Book: the ledger where the transaction will be posted, such as Sales, Purchases, or Nominal.
BusinessAccountCode: the unique code of the customer or supplier linked to the transaction.
BusinessName: the entity, person or company linked to the journal. This is used only for journals.
TransactionDate: the date the transaction occurred.
DueDate: the date by which the payment is expected. This is mainly used for invoices and credit notes.
TransactionType: the type of transaction you are importing, such as Invoice, CreditNote, or Journal.
TransactionReferenceExtra1: an extra reference used to store a supporting identifier, such as an order number or an external system reference.
🤔 Remember: this field is also used to group rows into the same transaction during import, so make sure to fill it in accurately.
CurrencyCode: the currency code for the transaction, such as EUR or USD.
Special Purpose columns
TransactionTypeExtra: an extra transaction category used in special cases, such as opening entries or a VAT return entries import. Possible values:
None: for regular journals or transactions import.
WriteOff: for adjustments import.
GainLoss: for adjustments import.
VatReturn: for VAT return entries import.
OpeningEntry: for opening entries import.
EndOfYear: for end of year entries import.
PaymentType: the payment method or payment classification, such as Sepa or Manual. It applies only to payments and receipts import.
Transaction Line Items Columns
These columns are the equivalent of the fields in the line items section of the any transaction screen.
NominalAccountCode: the nominal account code that the transaction line is posted to.
PrintingDetail: the description shown on printed documents such as invoices or credit notes.
ItemDetail: the internal or line-level description of the transaction, often used for reporting or audit purposes.
VatCode: the code that determines the VAT rate and VAT treatment to be applied to the transaction.
DebitCredit: shows whether the transaction line is a debit or a credit. This is mainly used for journals.
Amount: the transaction line amount in the base currency, excluding tax.
DiscountAmount: the discount amount applied to the transaction in the base currency.
VatAmount: the VAT amount in the base currency.
ForeignAmount: the transaction amount in a foreign currency, excluding tax (if applicable).
ForeignDiscountAmount: the discount amount applied to the transaction in a foreign currency (if applicable).
ForeignVatAmount: the VAT amount in a foreign currency.
Filling in the Transaction Import File
Depending on the type of transaction, only certain columns need to be filled in. Below are two tables explaining how to fill in the file when importing a journal or a sales/purchase transaction.
Refer to the Notes column for extra details.
The rows marked with an *asterisk are mandatory columns in the file.
Pay extra attention to the rows highlighted in yellow.
Journals
Columns | Notes |
*Book | Enter Nominal, as journals are posted into the Nominal ledger |
BusinessName | Enter the entity name linked to the journal, if needed |
*TransactionDate | - |
*TransactionType | Enter Journal to help the system know what you're importing |
TransactionTypeExtra | For a regular journal use None
|
TransactionReferenceExtra1 | ⚠️ If you leave it empty, it will still influence the rows grouping. More on this ➡️ here |
*NominalAccountCode | - |
ItemDetail | Use it to add more details and clarify the nature of the journal |
*VATCode | - |
CurrencyCode | You can leave it empty. Journals will be imported in the company base currency. |
*DebitCredit | Used for journals to mark each line as Debit or Credit |
*Amount | - |
VATAmount | Fill it in only to import VAT journals in base currency |
ForeingAmount | - |
ForeignVATAmount | Fill it in only to import VAT journals in foreign currency |
Sales/Purchase Transactions
You can refer to the table below for Invoices and Credit Notes import.
Columns | Notes |
*Book | Enter Sales or Purchases depending on which ledger you need to post. |
*BusinessAccountCode | - |
*TransactionDate | - |
DueDate | - |
*TransactionType | Enter Invoice or CreditNote to help the system distinguish what you're importing. |
TransactionTypeExtra | For regular invoices and credit notes use None. |
TransactionReferenceExtra1 | ⚠️ If you leave it empty, it will still influence the rows grouping. More on this ➡️ here. |
*NominalAccountCode | Nominal account code the transaction will be posted to. |
PrintingDetail | - |
ItemDetail | - |
*VatCode |
|
CurrencyCode | You can leave it empty. Transactions will be imported in the company base currency. |
*Amount | - |
DiscountAmount | - |
VatAmount | Fill it in only to import VAT transactions in base currency. |
ForeignAmount | - |
ForeignDiscountAmount | - |
ForeignVatAmount | Fill it in only to import VAT transactions in foreign currency. |
Dos and Don'ts for Error-free Imports
✅ Dos
Use the same spelling, spacing, and date format across related rows.
Before importing, verify that any BusinessAccountCode (for sales and purchase transactions), VatCode, and NominalAccountCode used in the file are valid. Use the values shown in the Code column of the Business Accounts, VAT, and Nominal Accounts screens.
If a code starts with zero (e.g. 0001), use a single quote (e.g. '0001) before the code to prevent Excel from removing the zeros.
❌ Don'ts
Do not change TransactionReferenceExtra1 between rows that belong to the same transaction.
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