If you're not using Sage, MYOB or one of the other software systems that we provide automatic imports from, then you can format a spreadsheet and save it as a CSV file to create the opening balances in Brightpearl.
Trial Balance / Chart of Accounts file format
The format of the CSV file is as follows. 3 rows are shown as an example. The first row is set as a bank account, the second row is set as an expense account (ie it can be used by the client on the expense entry screen). The Description column is used to prompt the user to enter correct information.
| A | B | C | D | E | F | G | H | I |
| Nominal | Name | Debit | Credit | Bank account | Expense account | Tax code | Map code | Description |
| 1200 | Current account | 100.00 | 0.00 | 1 | T9 | 692 | ||
| 6020 | Telephone | 0.00 | 0.00 | 1 | T5 | 263 | Must be in the company name | |
| 9999 | Suspense account | 0.00 | 0.00 | T9 | For other transactions |
You can have gaps in the rows if you need to, to make your management and layout easier whilst in Excel. The gaps won't be imported.
The debits and credit columns should be left zero if you're not importing opening balances at the same time.
Importing the Trial Balance / Chart of Accounts
Once you've saved your file (don't include the headers), import the TB as follows:
- Click Setup:Import data from the main menu
- Click to import "Chart of Accounts" from under the Sage heading
- If you want to start with a completely clean sheet, and remove ALL codes and ALL transactions, tick the row "Delete and rebuild Chart of Accounts, and all existing accounting data".
- Import your file.
To check your chart of accounts, you can visit the Trial Balance report from the report centre, and from the "Advanced options" choose "include zero balance".
Tip:
If you're importing a Trial Balance from your previous software export routine, make sure that you choose to "include zero balances" so that ALL your nominal codes are included.
Creating opening balances
If you choose to insert balances as an opening balance journal, then a single journal will be created using the information in columns C and D of the file. Make sure that your debits and credits totals match, since the journal must balance.
If you need to, you can use this tool to import opening balances from your previous accounts software after you have started to enter transactions, just make sure that you don't tick the "Delete and rebuild chart of accounts" option!
Required codes
Brightpearl requires a certain minimum set of codes to operate; Debtors control, VAT account etc. 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
Hiding the nominal code
If you're importing a Trial Balance or Chart of Accounts from MYOB or other accounting software, then you can choose to hide the Brightpearl nominal code (eg 4000). Just make sure that your spreadsheet contains the [MYOB] code as part of the account name:
| Nominal code | Account name |
| 4000 | 4-100 Sales |
This makes it easy for your clients to get used to Brightpearl, since all the codes will be as per their previous system.
Hiding the nominal code is a setting at Setup:Other:Finance, or you can turn it off when importing your Chart of Accounts.
