Importing Chart of Accounts + Balances

To quickly get up to speed with using Brightpearl you can import your chart of accounts and any existing balances. Using the Accounting Import you can create nominal codes with their balances and generate you accounts receivable and payable figures.

Learn what you can do with the accounts imports

If you can export the chart of accounts from your existing system you can format the spreadsheet and use it to rebuild your accounts, and or insert balances as an opening trial balance journal. You must, however, use the same number ranges for each account type, for example, current assets must still use the number range 1000-1999. If you want to keep a reference of any previous nominal code from your other system you can use the Map Code field on each nominal code setup.

Learn more about the Chart of Accounts structure

Learn how to export data from your system; MYOB, Sage, TAS Basic & v3, Quickbooks

Learn how to manually enter your opening account balances

Before attempting this import you MUST read this document to ensure you are accounting for VAT correctly.

VAT Considerations

Depending on the VAT scheme you are using you will need to follow different steps to ensure your account balances are properly generated and you account for all VAT.

Brightpearl strongly recommend that you switch between Brightpearl and your previous accounting system at the end of a VAT period for which you have reconciled and reported VAT transactions.

Standard VAT Scheme

Using standard VAT accounting, you pay VAT on your sales whether or not your customer has paid you. By migrating to Brightpearl at the end of a VAT period all transactions entered in the current VAT period are reported via the VAT return on previous accounting system.

When you import your account balances, future invoices (i.e. entered in your last system but are dated after your last reconciled VAT period from your previous system) will not be represented in your next VAT return in Brightpearl. For example, if your VAT periods are:

VAT period 1 - Jan to Mar

VAT period 2 - Apr to Jun

There are transactions entered into the previous accounting system and imported into Brightpearl and transactions entered directly into Brightpearl:

Although the VAT for period 2 totals £280 only £200 will show on your VAT return produced in Brightpearl. INV 4 was entered in the previous system, but falls into period 2, but due to the migration to Brightpearl it will not automatically be included on any VAT return. This means you will need to manually account for it when you fill out your VAT return.

We recommend that you run a VAT return on both your old system and Brightpearl for your next VAT period, to ensure you account for all transactions. Using this example the following would be produced for period 2:

Note: This is not applicable if no transactions are exported from your previous system that are dated after your last reconciled VAT period.

Learn how to correctly import balances when using the Standard VAT Scheme

Cash VAT Scheme

You do not need to pay VAT until your customer has paid you. If your customer never pays you, you never have to pay the VAT. By migrating to Brightpearl at the end of a VAT period all payments recorded in period 1 in your previous accounting system will be reported via the VAT return on your previous accounting system.

When you import your account balances, invoices entered into your previous system that are not fully paid will need to be manually generated as invoices in Brightpearl in order to generate the correct accounting entries with the correct VAT codes.

Learn how to correctly import balances when using the Cash VAT Scheme

Debtors & Creditors Considerations

When you import your Trial Balance a single figure is posted for your total debtors and another for your total creditors. These figures are the total amount owed which therefore also includes tax amounts. The figures are not posted into the Debtor Control and Creditor Control accounts as expected because the system is expecting you to then import your debtors and creditors details to seperate the Net and Tax amounts. Instead this figure is posted to suspense accounts 9997 (Opening Debtor balance) and 9998 (Opening Creditor balance). When you import your debtors and creditors the balances in the suspense account are gradually split out into the Debtor/Creditor Control accounts and VAT accounts as well as attaching it to the relevant contact and applying the correct Tax Code in the process.

Importing Account Balances - Standard VAT Scheme

To correctly import accounts and balances when using the Standard VAT scheme you must do the following:

1. Reconcile and close your VAT period in your previous system
2. Export the Trial Balance and outstanding (unpaid) debtors and creditors from your previous system, saving them each as CSV files
3. Format the spreadsheets to correctly match Brightpearl's import routine
4. Import the trial balance file to Brightpearl
5. Import your debtors file to Brightpearl
6. Import your creditors file to Brightpearl

1. Reconcile and close your VAT period in your previous system

We recommend you migrate over to Brightpearl at the end of a VAT period to ensure as much as possible is accounted for by the system.

Learn more about the VAT considerations

2. Export the trial balance, debtors and creditors from your previous system

Please refer to your previous system instructions for exporting your trial balance, debtors and creditors details.

3. Format the spreadsheets to correct match Brightpearl's import routine

The files must be saved as CSV files in order for Brightpearl to read it. Each must also have specific columns.

The Trial Balance will need to have the following columns, and in this order:

1. Nominal Code
2. Name
3. Debit
4. Credit
5. Is Bank Account (enter yes or leave blank)
6. Is Expense Account (enter yes or leave blank)
7. Tax Code (optional, e.g. T20)
8. Map Code (optional. Use this field for the previous nominal code from your old system)
9. Description (optional text description of the account)

Note: When you import the file you should remove the column headings (in red). The maximum number of lines you can import is 9999.

Required Codes

Brightpearl requires a certain minimum set of codes to operate. If your imported file does not include these accounts, then Brightpearl will add them for you. The following are the required codes:

• 1001 Stock (asset) account
• 1100 Debtors control account
• 2100 Creditors control account
• 2200 Sales tax account
• 2201 Purchase tax account
• 2202 VAT liability account
• 3200 Retained earnings
• 4000 Sales
• 5000 Purchases
• 9997 Opening balance (debtors)
• 9998 Opening balance (creditors)
• 9999 Suspense account

The Debtors List will need to have the following columns, and in this order:

1. Customer code
2. Company
3. Contact name
4. Telephone
5. Type
6. Date (YYYY-MM-DD)
7. Inv.Ref
8. Details
9. Amount

The Creditors List will need to have the following columns, and in this order:

The customer/supplier code is the unique reference that should match the code as per your main Customer and Supplier imports.

If you choose to create Customers or Suppliers at the same time as importing the opening balances, then the details from the file will be used. If you add a unique code in your Debtors or Creditors files, then you can use this same code to update the contact information with more fields later using the Contact Import.

The date format MUST be YYYY-MM-DD.

Each open invoice must have a unique reference number for that contact (you can re-use the same invoice number for multiple customers, or for customers and suppliers - but we don't recommend it).

Don't include a currency symbol for the amount; and remember that all imports are in your base currency.

Transaction types

Use these in the "type" column to define where the transaction is placed in your system.

SI - Sales Invoice

SC - Sales Credit

SR - Sales Receipt, also used for Payment on Account from customers

PI - Purchase Invoice

PC - Purchase Credit

PP - Purchase Payment, also used for Payment on Account to suppliers

4. Import the Trial Balance

1. Go to Setup > Data/Import > Import accounts.
2. Click Import Chart of Accounts.
3. Browse for the file to import.
4. Tick the checkbox to specify that you want to delete and rebuild your chart of accounts and all existing accounting data.
5. If you want to hide numeric codes throughout Brightpearl (and therefore select codes based on the name) you can tick the available checkbox; you can change this later at Setup > Company > Accounting: Nominal codes).
6. Tick the available checkbox if you also want to create opening balance trial balance journals. If you leave this unchecked it will only create the nominal codes and no balances.
7. Click the Upload Chart of Accounts (CSV) button.

When you import your Trial Balance a single figure is posted for the total balance of outstanding debtors and another for total creditors. You will need to import your debtors and creditors to ensure the figure is broken down into the Net and Tax amounts and attached to each contact record. This will ensure customer statements and your customer and supplier debt reports are accurate. Read more...

5. Import outstanding accounts receivable/debtors

This import will generate the accounting entries to attach the single debtor figure imported from the trial balance to each customer, ensuring your customer statements and customer debt report are correct. 

1. Go to Setup > Data/Import > Import Accounts.
2. Click Import accounts receivable/debtors.
3. Browse for the file to import.
4. Specify whether to create new contacts from the data in this file (not required if you have already imported contacts, if you are importing contacts later you will be able to update these records)
5. Specify whether to add balances and invoices. If you say no you will only import the basic contact data.
6. Select the date to use for open invoices, or whether to use the date in the file per item.
7. Click the Upload CSV button.

When it comes to doing your next VAT Return these transactions will NOT be included and must be manually added onto the Brightpearl VAT return figure. You should run a VAT report in your old system. Read more...

This import will generate the accounting entries to attach the single debtor figure imported from the trial balance to each customer. This will ensure your supplier debt report is correct.

1. Go to Setup > Data/Import > Import Accounts.
2. Click Import accounts payable/creditors.
3. Browse for the file to import.
4. Specify whether to create new contacts from the data in this file (not required if you have already imported contacts, if you are importing contacts later you will be able to update these records)
5. Specify whether to add balances and invoices. If you say no you will only import the basic contact data.
6. Select the date to use for open invoices, or whether to use the date in the file per item.
7. Click the Upload CSV button.

When it comes to doing your next VAT Return these transactions will NOT be included and must be manually added onto the Brightpearl VAT return figure. You should run a VAT report in your old system. Read more...

Importing Account Balances - Cash VAT Scheme

To correctly import accounts and balances when using the Cash VAT scheme you must do the following:

1. Reconcile and close your VAT period in your previous system
2. Export the Trial Balance from your previous system, saving the file as a CSV file
3. Format the spreadsheet to correctly match Brightpearl's import routine
4. Import the Trial Balance file to Brightpearl
5. Manually post each of your outstanding debtors and creditors invoices into Brightpearl
6. Journal the VAT amounts from opening debtor & opening creditor nominal codes against sales VAT & purchase VAT nominal codes

1. Reconcile and close you VAT period in you previous system

We recommend you migrate over to Brightpearl at the end of a VAT period to ensure as much as possible is account for by the system.

Learn more about the VAT considerations

2. Export the Trial Balance from your previous system, saving the file as a CSV file

Please refer to your previous system instructions for exporting your trial balance, debtors and creditors details.

3. Format the spreadsheet to correctly match Brightpearl's import routine

The files must be saved as CSV files in order for Brightpearl to read it. Each must also have specific columns.

The Trial Balance will need to have the following columns, and in this order:

1. Nominal Code
2. Name
3. Debit
4. Credit
5. Is Bank Account (enter yes or leave blank)
6. Is Expense Account (enter yes or leave blank)
7. Tax Code (optional, e.g. T20)
8. Map Code (optional. Use this field for the previous nominal code from your old system)
9. Description (optional text description of the account)

Note: When you import the file you should remove the column headings (in red). The maximum number of lines you can import is 9999.

4. Import the Trial Balance file into Brightpearl

1. Go to Setup > Data/Import > Import accounts.
2. Click Import Chart of Accounts.
3. Browse for the file to import.
4. Tick the checkbox to specify that you want to delete and rebuild your chart of accounts and all existing accounting data.
5. If you want to hide numeric codes throughout Brightpearl (and therefore select codes based on the name) you can tick the available checkbox; you can change this later at Setup > Company > Accounting: Nominal codes).
6. Tick the available checkbox if you also want to create opening balance trial balance journals. If you leave this unchecked it will only create the nominal codes and no balances.
7. Click the Upload Chart of Accounts (CSV) button.

5. Manually post each of your outstanding (unpaid) debtors and creditors into Brightpearl

When you import your Trial Balance a single figure is posted for the total balance of outstanding debtors and another for total creditors. You will need to manually post your outstanding debtors and creditors to ensure the figure is broken down into the individual invoice amounts and attached to each contact record. This will ensure customer statements and your customer and supplier debt reports are accurate. Read more...

You will need to get a list of all the outstanding customer debt and supplier debt from your old system and then post Quick Invoices into Brightpearl. You will need the following data for each invoice (customer and supplier):

• Customer/Supplier name
• Invoice date
• Due date
• Invoice reference
• Net amount
• Tax amount
• Tax rate
• Total amount

For each outstanding customer invoice post a Quick Invoice:

1. Go to Customers > Quick Invoice.
2. Search for the customer (you should import your contacts first).
3. Select the invoice date and due date.
4. Enter the invoice reference.
5. (Optional) Enter any further details.
6. Enter the Net Amount.
7. Select the correct Tax Code to calculate the Tax and Total values; check these are the same as the original invoice.
8. Select the nominal code 9997 (Opening Debtor Balance).
9. Click the Submit button.

Each invoice posted will create a journal to move the net invoice amount from the Debtor Suspense code (9997) to the Debtors Control code (1100) and create a VAT entry in the Sales VAT code (2200).

For each outstanding supplier invoice post a Bill:

1. Got to Suppliers > Enter a Bill.
2. Search for the supplier (you should import your contacts first).
3. Select the invoice date and due date.
4. Enter the invoice reference.
5. (Optional) Enter any further details.
6. Enter the Net Amount.
7. Select the correct Tax Code to calculate the Tax and Total values; check these are the same as the original invoice.
8. Select the nominal code 9998 (Opening Creditor Balance).
9. Click the Submit button.

Each invoice posted will create a journal to move the net invoice amount from the Creditor Suspense code (9998) to the Creditors Control code (2100) and create a VAT entry in the Purchase VAT code (2201).

6. Journal the VAT amounts from opening debtor & opening creditor nominal codes against sales VAT & purchase VAT nominal codes

Since the VAT balances would have been imported as part of the original trial balance, and a VAT figure is also created through the Quick Invoices/Bills, the VAT has been duplicated. However, the remaining balance in the suspense accounts is also that of the VAT! This can therefore can be matched to the duplicated VAT amount to leave your accounts completely balanced and correct.

You will need to find the balance of nominal codes 9997 (Debtors Opening balance) and 9998 (Opening Creditors balance). Go to Accounting > Chart of Accounts and find the balance for each of these accounts. Then enter a manual journal:

1. Go to Accounting > Enter Journal.
2. Leave the date as today's date.
3. Enter details to explain the reason for the journal.
4. On the first line select the nominal code 9997 (Opening Debtor balance) with a credit for the full amount left in the account.
5. On the second line select the nominal code 2200 (Sales VAT) with a debit for the same amount.
6. Use the tax code T9 for both lines.
7. Click the Save journal button.
8. Post a second journal with the first line using nominal code 9998 (Opening Creditor balance) with a debit for the full amount left in the account.
9. On the second line select the nominal code 2201 (Purchase VAT) with a credit for the same amount.
10. Use the tax code T9 for both lines.
11. Click the Save journal button.

You accounting should now be correct, leaving you ready to carry on business as usual!

Mapping Nominal Codes to Brightpearl

If you have imported a Chart of Accounts from outside Brightpearl (MYOB for example) then you can hide the Brightpearl nominal code, and add your own code to the nominal code name field so it displays throughout Brightpearl. Or you can display the previous code entered in the Map Code field on your general ledger reports only (including when it is exported to Excel), Brightpearl "4000" becomes "4-1100 Service sales" for example.

To hide the Brightpearl nominal code and also show map codes on reports, go to Setup > Company > Accounting: Nominal codes.

What can I do with the accounts imports?

What can it do?

• Create all your nominal codes (numbers and descriptions) including bank accounts with balances
• Import your accounts and balances from your previous system
• Set the account tax code
• Mark accounts for reconciliation
• Mark accounts for discount allocation (use for payment allocation adjustments)
• Mark accounts as an expense account (use with expense claims)
• Mark accounts as active or inactive
• Include Mapping codes on accounts to use different account number (on reports only)
• Import detailed debtors and creditors figures
• Create customer/supplier records

What this import can’t do:

• Import historical order details – only debtor and creditor figures can be imported
• Import debtor and creditor details when using the Cash VAT scheme – tax is not calculated
• Create nominal codes using your existing number format/ranges – nominal codes must fit Brightpearl’s structure. To use your own code you can include it in the description and use the settings to hide the Brightpearl number (codes will be then sorted by the description so listed in the right order)