Manually entering journal data can be time-consuming. To streamline the process, ApprovalMax allows Requesters to import Journal Entries using a CSV file directly from the Edit form of a Journal Entry request.
Please note: The Import button is available only to the Requester who is creating the Journal Entry. It is not accessible to other Requesters in the workflow and not to Reviewers or Approvers or Organisation Administrators.
How to upload Journal Entries via a CSV file
How to upload Journal Entries via a CSV file
Click on the +NEW REQUEST button in the top right-hand corner near your avatar:
In the pop-up window, select the request type Journal Entry from the respective Organisation and click on CREATE:
In the Journal Entry creation form, click on the IMPORT FILE button:
In the pop-up window:
Click on Download Template File
Open the file and enter your Journal Entry details
Click on IMPORT to proceed
Below is an example of what the filled-in file should look like:
Double-check that all data is correct, then click on SUBMIT FOR APPROVAL:
CSV file requirements
CSV file requirements
To ensure a successful upload, your CSV file must meet the following criteria:
One journal entry per file: only one Journal Entry can be imported per CSV file
Header row: the first row must include column headings (see below for required fields)
One Line Item per row: each subsequent row represents a single Line Item
File type: the file must be in CSV format
Maximum rows: up to 200 line items per file
All data will be replaced: importing a CSV will overwrite all existing data in the request form
Use the US date format: MM/DD/YYYY, M/D/YYYY, MM-DD-YYYY, or M-D-YYYY
Required fields:
Column Name | Description |
JournalNo | Journal Entry number (max 21 characters) |
JournalDate | Date of the Journal Entry (US format) |
Currency | Currency Code (e.g. USD, EUR) |
AccountName | Account Name, optionally preceded by the Account Number (e.g. 1001 Sales Revenue) |
Debits | Positive amount for debit |
Credits | Positive amount for credit |
Memo | General description (max 4000 characters) |
Please note: Each line must contain either a debit or a credit amount, not both.
Optional fields:
Column Name | Description |
Description | Line-level description (max 4000 characters) |
TaxCode | Tax Code, as shown in the Journal Entry form |
Type | Type of entity: customer, Vendor or employee |
Name | Name of the customer/Vendor/employee (must match QuickBooks Online data) |
Location | Tracking option (e.g. Department, Division — still named "Location" in the file) |
Class | Class tracking (second tracking option in QuickBooks Online) |
Please note: If you use tracking for locations in QuickBooks Online, the column in your CSV file must still be named "Location", even if your settings use a different label like Department, Division, Store or Territory.
Please note: If account numbers are enabled in QBO settings, they must be included in the AccountName column values placed before the account name and separated with a space or a dash (e.g. “100 Stock Asset” or “100 - Stock Asset”). If account numbers are disabled, then only account names must be used.
Troubleshooting CSV import errors
Troubleshooting CSV import errors
When uploading a CSV file for Journal Entry creation in ApprovalMax, you might encounter certain errors. Here’s a list of common checks and what to do if something goes wrong:
Check | Reason/Solution |
The file must be in CSV format | The file you uploaded is not recognised as CSV. Please upload a file with a .csv or .txt extension. |
The file must contain a single Journal Entry | ApprovalMax supports only one Journal Entry per file. Enter the Journal No, Journal Date, Currency and Memo only once — in the first data row — or repeat the same values in every row. |
The file must follow the required column structure | The CSV file doesn't match the required format. Please download and use the official template file. Make sure your column headers and structure are correct. |
Account(s) not found | One or more accounts in your file don’t match the ones available in the QuickBooks Online Journal Entry form. Make sure the AccountName values are spelled exactly as they appear in QuickBooks Online, and include Account Numbers (if enabled). |
No match found to any existing Tax code, Name, Location, or Class | The specified Name / Tax code / Location / Class is not found in QuickBooks Online: {wrong_value}. |
Incorrect Type value (other than Vendor, Customer, or Employee) | The specified Type is not allowed: {wrong_value}. |
Values restricted by your approval workflow | Some values in your file may not be allowed for your user role or approval matrix (e.g. restricted accounts or tracking options). Update the file accordingly and retry. |