Import accounting data

APMS imports .csv files. Most accounting software can export this kind of file. You can also export an Excel file and then save it as .csv in Excel. The easiest way to look at a .csv file is to open it in Excel.

When you export the data from your accounting software, make sure you include the column names in the first row. The order of the columns does not matter.

To import accounting data from file into a cost control set, open the cost control module (1) and select a cost control set (2). Now click "Import Data" (3).

A valid accounting scheme is required to import. If there is no accounting scheme defined yet you will see an alert. See "Creating and managing accounting schemes" for more information on accounting schemes.

After you have selected the desired .csv file to import, you need to help APMS understand the format specifications of your file.

(1) Select the character that separates each row in your file. This depends on how you exported the file from your accounting software. In most cases it will be a semicolon (;). You can check this if you open the import file in a text editor.

(2) Select the character that separates the decimal values. Either a comma (1,5) or a period (1.5).

(3) Select the character that groups the numbers. Either a quote (1'000), a comma (1,000).

(4) Choose the date format of your file. D=day, M=month, Y=year. (i.e. 20.01.2014 = DD.MM.YYYY)

Once you have selected the import options and clicked okay you then have to match the columns. On the left side you see the column headers from the file. Drag them around (1) so they match the APMS columns on the right side (2).

Check all fields you want to import (3). The fields with an (*) must be imported.

When all columns are matched, click "Import" (1).

Now choose an accounting scheme that translates the account numbers from the file to APMS budget account numbers. (1)

If you want, you can also choose a producer to attach on all imported items (2)

On the left side you see, account per account, all cost items that APMS could read from the file. (1)

At the same time, you see the specific APMS account on the right side (2). If you see a cost item that already exists in the account, you can match it by dragging it from (1) to (2) in order to avoid duplicates. So you are able to update your cost control by importing complete accounting statements on a regular basis.

Items that have been imported once are automatically matched in the next import.

To move between the accounts, click "Back" and "Next" (3)

When you are ready to import your data, click "Import Now" (1).

The cost items are imported from the file and matched. You'll see that the paid column now has updated values.

Note that all imported items are imported as actuals. You cannot import estimates.