Best practices: Import transactions

Key CashFlow offers the option to import transactions. Be sure to import non-transaction records (vendors, customers, chart of accounts, etc.) before importing transactions.

Important Note: If you sync with an accounting software, we don't recommend importing records via CSV into Key CashFlow unless they don’t exist in your accounting software at all to avoid duplicates and sync errors.

Jump to:

Transaction types

  • Bills
  • Invoices
  • Vendor credits
  • Credit memos

Key fields for an import

The import checks Key Fields in Key CashFlow for a record to update. If no matching record is found, a new record is created. If more than one field is listed for a record, both fields must match the record in Key CashFlow before the import attempts to update the record.

To properly identify a given record, each key field being used must be provided. If a key field isn't being used (for example, an account with no account number or a vendor with no vendor ID), then that unused field must be left blank or the import won't properly identify it.

An import creates and/or updates records by reviewing the following key fields:

Bills

  • Vendor Name*
  • Vendor ID
  • Invoice #*

Invoices

  • Invoice #*

Vendor Credits

  • Vendor Name*
  • Vendor ID
  • Ref #*
  • Credit Date*

Credit Memos

  • Customer Name*
  • Credit Memo #*
  • Credit Date*

Vendors

  • Vendor Name*
  • Vendor ID

Customers

  • Customer Name*
  • Customer ID

Chart of Accounts

  • Name*
  • Account Number

Departments

  • Name*
  • Short Name

Items

  • Name*
  • Item ID

Classes

  • Name*
  • Class ID

Locations

  • Location Name*
  • Location ID

Jobs

  • Job Name*
  • Job ID

Note: Fields denoted with an asterisk are required.

Import Transactions by row

When importing transactions, each row in the Import file is an individual line item. To include multiple line items on the same transaction, list each line item of that transaction consecutively in the import file. In addition, the value of the following fields must match in each row:

Bills

  • Active?
  • Vendor Name*
  • Vendor ID
  • Invoice #*
  • Invoice Date*
  • Due Date*
  • GL Posting Date
  • Description

Invoices

  • Active?
  • Customer Name*
  • Customer ID
  • Job Name
  • Invoice #*
  • Invoice Date*
  • Due Date*
  • GL Posting Date
  • Customer Message
  • P.O. Number
  • To Email
  • Item Sales Tax Name
  • Terms
  • Sales Rep
  • FOB
  • Ship Date
  • Ship Method

Vendor Credits

  • Vendor Name*
  • Vendor ID
  • Ref #*
  • Credit Date*
  • GL Posting Date
  • Description
  • P.O. Number
  • GL Account Name
  • GL Account Number

Credit Memos

  • Customer Name*
  • Credit Memo #*
  • Credit Memo Date*
  • GL Posting Date
  • Customer Message
  • P.O. Number
  • To Email
  • Item Sales Tax Name
  • Sales Tax Total
  • Terms
  • Sales Rep
  • FOB
  • Ship Date
  • Ship Method

Things to know

  • The user permissions required for importing data is Sync with Accounting System plus the corresponding permission for the object
  • If an error occurs during an import, it'll appear as failed. Select View under Action for information and download a CSV Error Report. The Error Report lists records that failed and the cause of the failure. Any record not listed in the report was successfully imported.
  • When updating Transactions, all fields are required. If fields are left blank, it can result in that field being cleared during the import. For example, if an update to a bill is imported and the GL account for each line isn't included, the import will clear the existing GL Accounts.
  • If a field in the Import file matches more than one record in Key CashFlow when creating or updating during an import, it'll result in an error.
  • When importing a transaction that has multiple line items, each line item should appear as its own line in the imported file, taking care to assure that details like the description field and the record number are consistent for each line of the multi-line transaction: failure to do so will result in import errors.
  • When importing a transaction that has multiple line items, the Line Item Order field must be entered for each line of the transaction: failure to do so will result in import errors.