Accounting software imports

A member moving their books into UPC Accounting uploads the files their previous program exports. The import wizard detects the layout, reads it, has the member map every account, contact, tax code and location to the UPC books, runs a dry run, and posts the entries as one batch that can be undone. This page lists the layouts it reads. Our own CSV and Excel layouts are on UPC templates.

Preview

UPC Accounting is in Preview. United Pet Club is not affiliated with, or certified by, Intuit, Xero, Sage, Wave, FreshBooks, Zoho or DATEV. The layouts below come from those vendors’ help pages, import templates and common converter knowledge, not from vendor-published specifications. Columns change with releases, plans and report settings, so a column mapping is always available as a fallback.

How a file is read

Rule	Detail
Size	Up to 25 MB per upload. One import posts at most 5,000 entries and 25,000 lines: split a larger file by period.
Containers	CSV (comma, semicolon, tab or pipe, detected from the first lines), Excel .xlsx / .xls (first sheet unless the member picks one), IIF, XML, JSON
Recognition	By the header row, plus the report title above it for QuickBooks and Xero reports. The member can pick the format instead.
Rows skipped	Title rows, totals (Total…, TOTAL, Grand Total), subtotals, section headings, “Beginning / Opening / Closing balance” rows, report footers (Accrual Basis …, timestamps)
Account cells	1000 Checking, 1000 - Checking and Sales (200) are split into a code and a name; Parent:Child gives the parent
Currency	When the file states its books’ currency, it must be the UPC books’ currency. Foreign-currency lines keep their currency, amount and rate (book units per one foreign unit).
Upload kept	The uploaded file is deleted when the import posts, when it is cancelled, and at the latest 24 hours after upload

What is imported

From the file	Becomes
Journal entries (from a journal, general ledger, transactions export or audit file)	Posted entries, each marked as imported, in one undoable batch
A trial balance	One opening entry (see Opening balances)
Accounts and contacts	Mapped to the books’ own accounts and contacts, or created during mapping
Tax codes	Used only to close an entry whose tax sits beside its net amount (as Sage and Zoho export it): one tax line per code posts to the mapped account
Classes	Kept on each line (up to 60 characters; longer ones are cut with a note)
Locations	Mapped to the business’s locations; an unmapped location is dropped from its lines with a note
Open invoices and bills, products and services	Listed, not imported. Receivable and payable balances belong in the trial balance.

An entry that does not balance after mapping (debits differ from credits, or fewer than two lines) blocks the import unless the member chooses to leave out the entries that cannot post.

How entries are recognized again

Re-importing is safe: an entry already in the books is skipped. A numbered entry is identified by its program, journal, transaction type, number and date; an unnumbered one by its date and the net amount on each account (two identical unnumbered entries in one file are both kept). Importing the same file again, an overlapping one, or the Journal report after the General Ledger posts nothing twice.

For exporters: keep entry numbers, journal codes and dates stable between exports of the same entry.

QuickBooks Online

Excel or CSV report and list exports.

Export	Columns read	Becomes
Account List	Account, Type, Detail Type, Description, Balance, Account #	Accounts (class from Type)
Customer Contact List	Customer, Phone Numbers, Email, Full Name, Billing Address, Open Balance (or the Customers page export: Company, Street Address, City, State, Zip, Country…)	Customers
Vendor Contact List	Vendor, Phone Numbers, Email, Full Name, Address, Account #	Suppliers
Products and Services	Product/Service, Type, Description, Price, Cost, Qty On Hand, Income / Expense / Inventory Asset Account, SKU	Listed, not imported
Journal (report)	Date, Transaction Type, Num, Name, Memo/Description, Account, Debit, Credit, Class, Location	Entries: a transaction’s date, type and number carry down to its following lines; the subtotal row closes it
Journal entry import layout	Journal No, Journal Date, Account Name, Debits, Credits, Description, Name, Location, Class, Currency Code, Exchange Rate	Entries grouped by Journal No; foreign rows in their currency at the rate
General Ledger	Date, Transaction Type, Num, Name, Memo/Description, Split, Amount (or Debit / Credit), Balance, under account headings	Entries regrouped by date + type + number (else name)
Trial Balance	(unnamed account column), Debit, Credit; an “As of …” title	Opening balances
Open Invoices	Date, Transaction Type, Num, Terms, Due Date, Amount, Open Balance, under customer headings	Listed, not imported
Unpaid Bills	Date, Transaction Type, Num, Due Date, Past Due, Amount, Open Balance, under vendor headings	Listed, not imported

General Ledger with one Amount column

QuickBooks’ default General Ledger signs its single Amount column by each account’s normal balance (an invoice is +500 under A/R and +500 under Sales). The reader infers each account’s side from the transactions: the first account heading (bank accounts come first) is debit-normal, and each transaction with one unknown account settles it. An account no transaction reaches falls back to its name, then to debit-normal with a warning. Add the Debit and Credit columns to the report, or export the Journal report, to remove the guess.

Journal No,Journal Date,Account Name,Debits,Credits,Description,Name,Location,Class
JE-1042,09/03/2026,Supplies,45.67,,Invoice 1042,Kibble Wholesale,Downtown,Grooming
JE-1042,09/03/2026,Chequing,,45.67,Invoice 1042,Kibble Wholesale,Downtown,Grooming

QuickBooks Desktop (IIF)

Tab-separated; each !TYPE row names the columns of the TYPE rows that follow. Usually Windows-1252.

Record	Fields read	Becomes
ACCNT	NAME, ACCNTTYPE (BANK, AR, OCASSET, FIXASSET, OASSET, AP, CCARD, OCLIAB, LTLIAB, EQUITY, INC, COGS, EXP, EXINC, EXEXP), DESC, ACCNUM, OBAMOUNT, HIDDEN	Accounts
CUST / VEND / EMP / OTHERNAME	NAME, COMPANYNAME, FIRSTNAME, LASTNAME, EMAIL, PHONE1, BADDR1-5 / ADDR1-5, VEND TAXID, NOTE, HIDDEN	Contacts. EMP SSNO is never read.
INVITEM	NAME, INVITEMTYPE, DESC, ACCNT, ASSETACCNT, COGSACCNT, PRICE, COST, QNTY	Listed, not imported
TRNS, SPL, ENDTRNS	TRNSTYPE, DATE (MM/DD/YYYY unless the values show otherwise), ACCNT, NAME, CLASS, AMOUNT (positive debit, negative credit), DOCNUM, MEMO	Entries

Budgets and time records are not read. QuickBooks Desktop’s Excel reports have no layout of their own; the QuickBooks Online report layouts may read them, but this is untested.

!TRNS  TRNSID  TRNSTYPE  DATE  ACCNT  NAME  CLASS  AMOUNT  DOCNUM  MEMO
!SPL  SPLID  TRNSTYPE  DATE  ACCNT  NAME  CLASS  AMOUNT  DOCNUM  MEMO
!ENDTRNS
TRNS    GENERAL JOURNAL  09/03/2026  Supplies  Kibble Wholesale  Grooming  45.67  1042  Invoice 1042
SPL    GENERAL JOURNAL  09/03/2026  Chequing  Kibble Wholesale  Grooming  -45.67  1042  Invoice 1042
ENDTRNS

Xero

Export	Columns read	Becomes
Chart of accounts	*Code, *Name, *Type, *Tax Code, Description, Dashboard, Expense Claims, Enable Payments, Balance	Accounts
Contacts	ContactName, AccountNumber, EmailAddress, FirstName, LastName, PO address, PhoneNumber, TaxNumber, LegalName	Contacts (kind unspecified: one export holds customers and suppliers)
Account Transactions	Date, Source, Description, Reference, Debit, Credit, Running Balance, Gross, GST / VAT / Tax, under “Name (code)” account headings	Entries regrouped by date + source + reference
General Ledger Detail	The same columns, with a “General Ledger Detail” title	Entries
Trial Balance	Account (“Sales (200)”), Debit, Credit, YTD Debit, YTD Credit, under Revenue / Expenses / Assets / Liabilities / Equity sections; “As at …”	Opening balances (class from the section)
Manual journal import	*Narration, *Date, Description, *AccountCode, *TaxRate, *Amount (positive debit), TrackingName1/2, TrackingOption1/2	Entries grouped by narration + date; tracking 1 becomes the class, tracking 2 the location

*Narration,*Date,Description,*AccountCode,*TaxRate,*Amount,TrackingName1,TrackingOption1,TrackingName2,TrackingOption2
Invoice 1042,03/09/2026,Dog treats,429,Tax Exempt,45.67,Class,Grooming,Location,Downtown
Invoice 1042,03/09/2026,Paid from operating,090,Tax Exempt,-45.67,Class,Grooming,Location,Downtown

Sage

Layout	Columns read	Notes
Sage 50 Accounts (UK) audit-trail transactions	Type, Account Reference, Nominal A/C Ref, Department Code, Date, Reference, Details, Net Amount, Tax Code, Tax Amount, Exchange Rate, Extra Reference, Project Refn	JD / JC rows grouped by reference + date; other types (SI, PI, BP…) are reported, not posted
Sage 50 (US, formerly Peachtree) General Journal	Date, Reference, Number of Distributions, G/L Account, Description, Amount (positive debit), Job ID	Grouped by reference + date
Sage Accounting (cloud) journal	Date, Reference, Ledger Account, Details, Debit, Credit, Tax Rate	Grouped by reference + date
Sage 50 Canadian Edition journal / GL	Date, JE #, Account Number (“5200 Rent”), Comment, Source, Debits, Credits	Grouped by JE #
Nominal / chart list	Nominal Code (or Account Number, Ledger Account Code), Name, Report Category / Type, Balance	Accounts
Contacts	Account Reference, Name, Contact Name, Telephone, Email, address lines, Town, County, Post Code, Country Code, VAT Number	Contacts

Wave, FreshBooks, Zoho Books

Export	Columns read	Becomes
Wave accounting transactions	Transaction ID, Transaction Date, Account Name, Transaction Description, Transaction Line Description, Debit / Credit Amount (two-column) or Amount (one column), Customer, Vendor, Invoice / Bill Number, Sales Tax Amount / Name, Account Group / Type	Entries by Transaction ID
Wave customers / vendors	Customer Name or Vendor Name, Email, Contact First / Last Name, Phone, Account Number, Currency, address	Contacts
FreshBooks General Ledger	Date, Description, Debit, Credit, Balance under account headings (“General Ledger” title)	Entries regrouped by date + description
FreshBooks journal entries	Journal Entry #, Date, Account Number, Account Name, Description, Debit, Credit	Entries
FreshBooks chart of accounts	Account Number, Account Name, Account Type, Sub Type, Description	Accounts
FreshBooks clients	Organization, First Name, Last Name, Email, Phone, Street, City, Province/State, Country, Postal Code, Currency	Customers
FreshBooks invoices	Client Name, Invoice #, Date Issued, Due Date, Invoice Status, Total, Outstanding, Currency	Listed, not imported
Zoho Books manual journals (CSV or XLS)	Journal Date, Journal Number (+ prefix / suffix), Reference Number, Notes, Currency, Account, Account Code, Description, Contact Name, Debit, Credit, Project Name, Tax Name / Amount	Entries by number
Zoho Books chart of accounts	Account Name, Account Code, Description, Account Type, Currency, Parent Account, Status	Accounts
Zoho Books contacts	Display Name, Company Name, First / Last Name, EmailID, Phone, Contact Type, Currency Code, Billing address	Contacts (customer or supplier from Contact Type)
Zoho Books invoices / bills	Invoice / Bill Date, Number, Status, Customer / Vendor Name, Due Date, Currency Code, Total, Balance	Listed, not imported

Any other journal layout

A journal export no layout above explains is read through a column mapping the member builds in the wizard and can save for the next file. It names the header of each column:

Field	Needed
Date	Yes
Account code or account name	Yes (either)
Debit and Credit, or one signed Amount	Yes
Entry number, line memo, entry memo, reference, customer or supplier, class, location, tax code, tax amount, currency, exchange rate	No

Rows form an entry when they share an entry number, from a dated row to the next one, or until debits equal credits. A signed amount is a debit when positive, unless the member marks positive amounts as credits.

Statutory audit files

France: FEC

Livre des procédures fiscales art. A47 A-1. The 18 columns in this order: JournalCode, JournalLib, EcritureNum, EcritureDate, CompteNum, CompteLib, CompAuxNum, CompAuxLib, PieceRef, PieceDate, EcritureLib, Debit, Credit, EcritureLet, DateLet, ValidDate, Montantdevise, Idevise. Tab or | separator, yyyyMMdd dates (dd/MM/yyyy tolerated), decimal comma. The Montant + Sens variant (D / C or +1 / -1) is read too. A file named {SIREN}FEC{date}.txt is recognized a little more surely.

Read as	From
Entry number, date, document date, validation date	EcritureNum (grouped with JournalCode), EcritureDate, PieceDate, ValidDate
Journal, reference, memo	JournalCode / JournalLib, PieceRef, EcritureLib
Line account, debit, credit	CompteNum / CompteLib, Debit, Credit
Contact	CompAuxNum / CompAuxLib: 401… supplier, 411… customer, 421… employee
Lettering	EcritureLet / DateLet
Foreign amount	Idevise / Montantdevise (unsigned in the file, signed by the side)
Account class	From the Plan Comptable Général: 1 equity, 16-17 liabilities, 2, 3 and 5 assets, 40 / 42 / 43 liabilities, 41 assets, 6 expenses, 7 income; 44-47 unknown (the member maps them)

JournalCode|JournalLib|EcritureNum|EcritureDate|CompteNum|CompteLib|CompAuxNum|CompAuxLib|PieceRef|PieceDate|EcritureLib|Debit|Credit|EcritureLet|DateLet|ValidDate|Montantdevise|Idevise
AC|Achats|AC000042|20260903|60700000|Achats de marchandises|||F1042|20260903|Kibble Wholesale facture 1042|38,06|0,00|||20260903||
AC|Achats|AC000042|20260903|44566000|TVA deductible|||F1042|20260903|Kibble Wholesale facture 1042|7,61|0,00|||20260903||
AC|Achats|AC000042|20260903|40100000|Fournisseurs|KIBBLE|Kibble Wholesale|F1042|20260903|Kibble Wholesale facture 1042|0,00|45,67|||20260903||

Germany: DATEV

DATEV format, EXTF version 700. Line 1 is the header (consultant and client numbers, fiscal-year start, G/L account length, period, description, currency, SKR03 / SKR04 chart); line 2 holds the column names; data starts on line 3. ; separator, quoted text, decimal comma, usually Windows-1252.

Category	Becomes	Columns read
21 Buchungsstapel (format version 13)	Entries	Umsatz, Soll/Haben-Kennzeichen, WKZ Umsatz, Kurs, Basis-Umsatz, WKZ Basis-Umsatz, Konto, Gegenkonto, BU-Schlüssel, Belegdatum, Belegfeld 1, Buchungstext, KOST1, KOST2
20 Sachkontenbeschriftungen	Accounts	Konto, Kontenbeschriftung, Kontenbeschriftung lang
16 Debitoren/Kreditoren	Contacts (1-6… customers, 7-9… suppliers)	Konto, names (company, natural person, other, short), EU-Land + EU-UStID, Straße, Postleitzahl, Ort, Land, Telefon, E-Mail

• A Buchungsstapel row posts Umsatz between Konto and Gegenkonto: S debits Konto and credits Gegenkonto, H the reverse. The BU-Schlüssel (tax key) goes to the Gegenkonto line. KOST1 becomes the class, KOST2 the location.
• Belegdatum TTMM takes the year that puts it inside the header’s period (fiscal years across New Year work); TTMMJJJJ is read too.
• In a foreign currency (WKZ Umsatz differs from the books’ currency, with a Basis-Umsatz), Basis-Umsatz is the booked amount, Umsatz the foreign amount, and Kurs (foreign units per book unit) is inverted to book units per foreign unit.
• Consecutive rows with the same Belegfeld 1 and date form one entry (a split booking). An account one digit longer than the G/L length is a personal account and names the line’s contact.
• Automatic accounts (Automatikkonten such as 8400) carry gross amounts whose VAT DATEV splits itself; the import keeps the gross on that account.
• Other categories are not read.

OECD SAF-T 2.00

urn:OECD:StandardAuditFile-Taxation/2.00, and national files of the same shape (Norway’s SAF-T Financial reads the same way).

Read as	From
Company, currency, period	Header/Company/Name, DefaultCurrencyCode, SelectionCriteria (SelectionStartDate / SelectionEndDate, or PeriodStart / PeriodStartYear … PeriodEnd / PeriodEndYear)
Accounts	MasterFiles/GeneralLedgerAccounts/Account: AccountID, AccountDescription, AccountType, StandardAccountID, GroupingCode
Opening balances (as of the period start)	OpeningDebitBalance / OpeningCreditBalance
Contacts	Customers/Customer (CustomerID), Suppliers/Supplier (SupplierID): Name, Address, Telephone, Email, TaxRegistrationNumber; flat or under CompanyStructure
Entries	GeneralLedgerEntries/Journal (JournalID, Description) / Transaction: TransactionID, TransactionDate (else GLPostingDate), TransactionType, Description, the first SourceDocumentID
Lines	Line: AccountID, DebitAmount / CreditAmount (an Amount child with CurrencyCode / CurrencyAmount / ExchangeRate, or a plain value as in Portugal’s file), Description, CustomerID / SupplierID, Analysis (typed CLASS / LOCATION, else by position), TaxInformation TaxCode / TaxAmount

NumberOfEntries, TotalDebit and TotalCredit are checked. TaxTable and SourceDocuments are not read.

Poland: JPK_KR

JPK_KR (1), schema 1-0 (http://jpk.mf.gov.pl/wzor/2016/03/09/03091/).

Read as	From
Company, currency, period	Podmiot1 PelnaNazwa, Naglowek DomyslnyKodWaluty, DataOd / DataDo
Accounts	ZOiS: KodKonta, OpisKonta, TypKonta, KodZespolu (class: 0 / 1 / 3 / 6 assets, 4 / 5 costs, 8 equity; 2, 7 and 9 unknown), OpisZespolu, OpisKategorii
Opening balances	ZOiS BilansOtwarciaWinien / BilansOtwarciaMa
Entries	Dziennik: NrZapisuDziennika, DataKsiegowania (else DataOperacji), DataDowodu, NrDowoduKsiegowego, RodzajDowodu, OpisDziennika, OpisOperacji
Lines	KontoZapis by NrZapisu: KodKontaWinien / KwotaWinien (debit), KodKontaMa / KwotaMa (credit), the descriptions, KodWaluty… / Kwota…Waluta

DziennikCtrl and Ctrl (row counts and sums) are checked. JPK_KR_PD (the 2025 structure) is refused with a clear message: it is not read.

Opening balances from a trial balance

A trial balance (QuickBooks Online or Xero Trial Balance, SAF-T opening balances, JPK_KR BilansOtwarcia…, or the TrialBalance template) becomes one opening entry:

• dated the opening-balances date the member sets, or the file’s own “as of” date;
• at most 500 lines; any difference between debits and credits goes to opening balance equity, with a note;
• once per date: the same trial balance again is skipped, and a different one for a date that already has an imported opening entry is refused until that import is undone.

Payroll provider registers

Not available in Preview

Payroll registers are recognized but not imported. A register uploaded to the import wizard or as a bank statement is refused with a pointer to Payroll. An employee’s year-to-date totals from a previous provider are typed in by the member in Payroll, not uploaded as a file.

For reference, these layouts are recognized (so a misplaced upload gets a clear message):

Provider	Recognized by
ADP	Company Code, File Number / File #, Associate ID, Reg / O/T Earnings
Wagepoint	Employer CPP, Employer EI, Pay Run
Gusto	Check Date, Employer Taxes, Employee Deductions, Employee Taxes
QuickBooks Payroll	Payroll Item, Wage Base
Payworks	Employee Number, ER CPP/QPP, ER EHT, ER WCB, “Payworks” in the title
UPC payroll template	EmployeeId, EmployeeName, PeriodStart, PeriodEnd, PayDate, Currency, ItemKind, ItemCode, ItemName, Hours, Rate, Amount, YtdAmount

Not read

File	Status
Bank statements and open-banking JSON	Refused here; they import into a bank account (Bank statements)
Payroll registers	Refused; see above
QuickBooks Desktop Excel reports	No layout of their own (the QuickBooks Online report layouts may match; untested)
IIF budgets and time records	Not read
DATEV categories other than 21, 20 and 16	Not read
SAF-T TaxTable and SourceDocuments	Not read
JPK_KR_PD	Refused
Excel 5.0 / 95 (BIFF5) and password-protected workbooks	Refused
Fixed-asset registers and employee lists	No template yet

What the dry run reports

Before anything posts, the wizard lists problems (which stop the import) and notes. The ones a file’s content causes, with the labels the member sees:

Label	Kind	Cause in the file
An entry doesn’t balance	Problem	Debits and credits differ after mapping, or an entry has fewer than two lines
The file is in another currency	Problem	The file’s books are kept in another currency
Too much for one import	Problem	More than 5,000 entries or 25,000 lines
A date couldn’t be read	Problem	A date in no form the reader knows
An amount’s side couldn’t be told	Problem	An amount with no debit or credit side
Already in the books	Note	Entries imported before; skipped
Dated in the future	Note	Entries after today
The date order was assumed	Note	Day-first against month-first could not be settled from the values
A row was skipped	Note	A row the layout could not read
Open invoices and bills aren’t imported	Note	Open documents in the file
Products and services aren’t imported	Note	Items in the file
Long class names were shortened	Note	A class over 60 characters
Foreign-currency lines without their amount	Note	A line in another currency with no amount in that currency