Overview
This feature provides the ability to assign a ledger code.
- For service providers with no integrations to other applications, you can use this importer to import and map your own ledger codes to Emersion's internal ledger codes.
- For service providers who have integrations enabled, you can use this importer to map your external system's ledger codes.
This import supports mapping ledger codes to the following integrations.
- Xero
- Quickbooks Online
- Netsuite
If you have multiple integrations enables, we strongly recommend creating a single import file per integration.
Importer Rules and Templates
The importer's columns are utilised by the system based on the specific integration.
The table below contains what is required for each integration.
We have provided import templates for each integration to make things easier for you.
A dash (-) in the table below represents leaving the field blank. Check your import file using the Data Definition Tables on this page.
Mapping Type | mapping_type | mapped_id | mapped_name | mapped_code | mapped_description | effective_date | Download the import template |
|---|---|---|---|---|---|---|---|
Emersion Internal Ledger Codes | 'base' | - | Ledger Name | - | Description | Effective Date | |
For Xero Integration | 'xero' | Account Guid | Account Name | Account Code | Description | Effective Date | |
For QuickBooks Integration | 'quickbooks' | Product/Service Id | Product/Service Name | - | Description | Effective Date | |
For NetSuite Integration | 'netsuite' | Item Id | Item Name | - | Description | Effective Date |
Licencing
This feature is available to subscribers of the following:
- Emersion Core
- Optional Modules (Any Integration to another application where ledger codes are maintained)
- Upon Request (please contact your Account Manager)
Import Result Notification
This feature utilises the Bulk upload processing notification event (event type 963) to send a notification to the user containing the results of the import attempt.
- If the import is successful, the email notification will advise you when the import process is complete.
- If the import is not successful, the email notification will send details of the records that failed validation and why.
An event template must be created and the event must be enabled before the import tool can be used.
Preparing The Data for Import
To prepare your data for import, you will need to create a CSV import file or you can download the template files above.
A hard limit of 2000 rows is supported via this tool, including the header row.
If you need to import more than this, create multiple import files and process them one-by-one.
Importing The Data
To access the import tool:
Admin > Bulk Import > Ledger Code Mapping
- Click the Browse button and select the csv file containing the data you want to import.
- If you want the bulk upload processing notification email to be sent to a different email address than the address defined in the event template, tick the Override? checkbox and enter an alternative email address. This will only apply for this upload. To change the email address for all future imports, you will need to change the recipient defined in the event template.
- Press Submit
- The system will validate the data and if no errors are found, the system will import the data. When the notification email is received, the process has been completed.
Validating the Import
Bulk Import Validation
The system will parse the data for invalid formatting only. It cannot check for data accuracy. It is strongly recommended that you check the imported data to ensure that the import was accurately imported. To do this, divide your import records into groups of 20. Check a single record in each group. If an error is found, check each previous record for the group until you find the one that was imported incorrectly.
If you find an problem, you cannot roll back the import. You have two options should this occur:
- Manually correct the data.
- Request Emersion fix the errors for you.
Any request to correct imported data must be submitted via a ticket. Emersion will provide an estimate of the work and a quote. The quote must be approved and paid in advance before any restorative work commences.
Data Definition - Emersion Internal Ledger Codes
This section contains a list of the required fields and a definition of what the system considers as valid inputs.
| Data field | Description | Mandatory? |
|---|---|---|
| LEDGER_CODE_ID | The ID of the Emersion ledger code. | Yes - if no LEDGER_CODE_NAME is provided |
| LEDGER_CODE_NAME | The name of the ledger code. | Yes - if no LEDGER_CODE_ID is provided |
| MAPPING_TYPE | base | Yes |
| MAPPED_ID | Leave this field blank | No |
| MAPPED_NAME | Ledger code mapping name | Yes |
| MAPPED_CODE | Leave this field blank | No |
| MAPPED_DESCRIPTION | A description for the mapping | Yes |
| EFFECTIVE_DATE | The date that the ledger code applies from | Yes |
Viewing Imported Data
Emersion Internal Ledger Codes
See the Admin > Ledger Mapping > Ledger Codes tab to review the mappings that have been created.
Data Definition - Xero Ledger Codes
This section contains a list of the required fields and a definition of what the system considers as valid inputs.
| Data field | Description | Mandatory? |
|---|---|---|
| LEDGER_CODE_ID | The ID of the Emersion ledger code. | Yes - if no LEDGER_CODE_NAME is provided |
| LEDGER_CODE_NAME | The name of the ledger code. | Yes - if no LEDGER_CODE_ID is provided |
| MAPPING_TYPE | xero | Yes |
| MAPPED_ID | The Account Guid from Xero | No - but one of MAPPED_ID, MAPPED_NAME, MAPPED_CODE must be supplied |
| MAPPED_NAME | Account Name from Xero | No - but one of MAPPED_ID, MAPPED_NAME, MAPPED_CODE must be supplied |
| MAPPED_CODE | Account code from Xero | No - but one of MAPPED_ID, MAPPED_NAME, MAPPED_CODE must be supplied |
| MAPPED_DESCRIPTION | A description for the mapping | Yes |
| EFFECTIVE_DATE | The date that the ledger code applies from | Yes |
Viewing Imported Data
Xero Ledger Codes
See the Integration > Xero > Ledger Mapping tab to review the mappings that have been created.
Data Definition - Quickbooks Ledger Codes
This section contains a list of the required fields and a definition of what the system considers as valid inputs.
| Data field | Description | Mandatory? |
|---|---|---|
| LEDGER_CODE_ID | The ID of the Emersion ledger code. | Yes - if no LEDGER_CODE_NAME is provided |
| LEDGER_CODE_NAME | The name of the ledger code. | Yes - if no LEDGER_CODE_ID is provided |
| MAPPING_TYPE | quickbooks | Yes |
| MAPPED_ID | Product/Service Id | No - but one of MAPPED_ID or MAPPED_NAME, must be supplied |
| MAPPED_NAME | Product/Service Name | No - but one of MAPPED_ID or MAPPED_NAME, must be supplied |
| MAPPED_CODE | Leave this field blank | No |
| MAPPED_DESCRIPTION | A description for the mapping | Yes |
| EFFECTIVE_DATE | The date that the ledger code applies from | Yes |
Viewing Imported Data
Quickbooks Ledger Codes
See the Integration > Quickbooks > Ledger Mapping tab to review the mappings that have been created.
Data Definition - Netsuite Ledger Codes
This section contains a list of the required fields and a definition of what the system considers as valid inputs.
| Data field | Description | Mandatory? |
|---|---|---|
| LEDGER_CODE_ID | The ID of the Emersion ledger code. | Yes - if no LEDGER_CODE_NAME is provided |
| LEDGER_CODE_NAME | The name of the ledger code. | Yes - if no LEDGER_CODE_ID is provided |
| MAPPING_TYPE | base | Yes |
| MAPPED_ID | Item Id from Netsuite | No - but one of MAPPED_ID or MAPPED_NAME, must be supplied |
| MAPPED_NAME | Item name from Netsuite | No - but one of MAPPED_ID or MAPPED_NAME, must be supplied |
| MAPPED_CODE | Leave this field blank | No |
| MAPPED_DESCRIPTION | A description for the mapping | Yes |
| EFFECTIVE_DATE | The date that the ledger code applies from | Yes |
Viewing Imported Data
Netsuite Ledger Codes
See the Integration > Netsuite> Ledger Mapping tab to review the mappings that have been created.
Access Control
No powers are used to govern access to this tool.