Import Initial Balances

Use the Import Initial Balances screen to import initial balances from Excel (XLSX) or TSV files.

You can import the following types of initial balances from Excel (XLSX) or TSV files:
  • Customer Invoice Initial Balances
  • Payroll Initial Balances
  • Subcontract Initial Balances
  • Vendor Invoice Initial Balances

To open the Import Initial Balances screen, click Administration > Utilities > Import > Import Initial Balances in the All Tasks pane.

To import from Excel, use the import templates. Most import templates contain multiple worksheets, allowing you to import primary records from one worksheet and detail records from the others. For more information, see the Import Templates section of the Help.

If you have exported data from a Viewpoint legacy product, the import data may be in one or more TSV files. When you import from a TSV file, ProContractor converts the file to Excel before retrieving and validating the data. If errors are found, you can make corrections to the data directly within the Excel file and run the process again.

ProContractor uses specific key fields for each import type to uniquely identify records and prevent duplicates. For example, when retrieving and validating customer data in the import file, ProContractor uses the Customer field value to uniquely identify each customer in the file and prevent duplicate customer records in the system.

For more information, see the following topics:

ProContractor also uses the key fields to link detail records in the import file to primary records. If a detail record does not match a primary record based on key field values, the detail record is marked as “orphaned” during the validation process. You can stop the import and make corrections to the orphaned records directly within the import file. If you continue with the import without correcting orphaned records in the import file, the orphaned records will not be imported. You will have to manually enter the orphaned records into the system.

  • If you are using Microsoft Office 2007 and the component Visual Basic for Applications is set to Installed on first use, the following error message is displayed when you import:
    Excel needs VBA macro language support to complete the action
    You may need to minimize the application to see this message. To work around this issue, install the Visual Basic for Applications component.
  • After you import customer invoice initial balances, vendor initial balances, and subcontract initial balances, you must post them to affect the general ledger.
  • Importing customer invoice, vendor invoice, subcontract invoice, and payroll initial balances are steps in the Initial Balances Setup process.