CSV import: Field definitions overview

Using CSV files to import information into Sage Intacct makes large batch data entry easier. When you import a file, the information must be entered in a specific format, and the format can vary depending on the type of import you’re making.

Required formats are described in the second row of the CSV template file for the specific import, and in the Field-by-field definitions section of the help topic for the specific import. For a list of Intacct applications that have associated imports, see CSV import: By application or subject.

Field definitions information

The column in the uploaded CSV file must begin with the field name as it appears in the definition. Furthermore, the content of the data must conform to specifications listed for that field name.

The order of the fields or columns in your CSV file is irrelevant; however, the column header must contain the field name exactly as it appears in the field definitions.

Certain uploads, such as GL journal entries, have line numbers. How line numbers work might not be obvious to you at first. For an illustrated example, refer to Line Number Example.

The examples for the following field specification explanations are typically taken from Chart of Accounts. The specifications always appear in the same order, which is as follows.

Field Name: DONOTIMPORT
#

Any row that starts with # is ignored during import.
Field Name:

This name MUST appear in the header row (first line) of the column in the CSV file EXACTLY as it appears in the field definitions table. The order of the column within the CSV file is not important, provided you’ve correctly included the field name as the header for the column.
UI Field Name:

The name of the field in the user interface (UI).

The field name (above) is formatted for use in the Intacct database. The UI Field Name is the name that you see when using the Intacct UI, and is meant to be easier to read.

For example, the Field Name MIN_ORDER_Q would have the UI Field Name Minimum Order Quantity. This field is included to make sure you’re entering information for the intended field.
Type:

Can be characters, a number, or a date.

Character

Any ansi 92 Entry Level character, except for characters you can’t enter, such as Escape, or any characters specifically not allowed. If characters are not allowed, the Type field can specify Alphanumeric and underscore. This means that no characters other than alpha, numeric, or an underscore are valid.

Number

Any positive or negative number is allowed, provided it is in the range from 0 to 99999999.

Date

Any of the following date formats are allowed.

Date sequence Date format
Month, day, last two digits of year
  • MM/DD/YY
  • MM.DD.YY
  • MM-DD-YY
  • MM DD YY
Month, day, all digits of year
  • MM/DD/YYYY
  • MM.DD.YYYY
  • MM-DD-YYYY
  • MM DD YYYY
Day, month, last two digits of year
  • DD/MM/YY
  • DD.MM.YY
Day, month, all digits of year
  • DD/MM/YYYY
  • DD.MM.YYYY
Length:

The length can be fixed, variable, or not applicable, depending on the field.

Variable Length.

Typically used for items such as an account name, which can be any length from 0 to 80 chars.

Fixed Length

A specified number of characters. For example, the NORMAL_BALANCE field for uploading a chart of accounts states that you must have two characters, which are either CR and DB for credit or debit.
Default Value:

The designated default for the field is listed here for informational purposes. If you do not give a valid value (next row), the default value for the field is used on upload.
Valid Values:

Each import template will supply a list of values that the field will accept during upload. It can contain the default value, and an alternate, or a range of values that the field will accept.

The type of valid value will depend on the type of data you're uploading.
Dependencies:

At times, you can't enter information about Field B until you've entered information about Field A. Field B depends on Field A to work correctly. Dependencies arise from the way the data in your specific company relates to one another.

For example, in a chart of accounts import the dependency listed for the CLOSETOACCT_NO field states "Must go to valid account." This means that your company must contain an account number as a Close Into Account number. In order to meet the conditions for this dependency, you need to look up a valid Close-to account number in the accounting application.

There can be many types of dependencies. The description for this field will state the required dependencies, or None if none are required.
Required:

Indicates if the field in the import template is required for import.

When the field is required (Yes), you must enter information for the field. If you do not enter required information, your import can have errors or fail to import at all.

When the field is not required (No), you can still enter information for the field.

Dependencies can also exist for Required fields. For example, in a chart of accounts upload the CLOSETOACCT_NO field can be dependent on the data in the CLOSEABLE field. If this dependency exists for this field, the Required description will include directions for what to do, such as:

If CLOSEABLE=C, then you must include valid data in the CLOSETOACCT_NO field.
Editable:

Indicates whether or not the field is editable after you import it. For example, ID fields are not editable.

Occasionally, a field being editable is conditional. For example, in Bills, the BILL_NO is editable if the bill is not partially paid or paid.
Notes:

At times, explanatory material is included in this optional area.

Below is an example of the Chart of Accounts field-by-field description table, which shows how the information about a field is presented. Information like this is included in every import template.

Example of field descriptions from the Import Chart of Accounts field by field descriptions.
Field Name: ACCT_NO
UI Field Name: Primary Account and Sub Account
Type: Character
Length: 24
Default Value: None
Valid Values:

Any.

Must conform to primary/sub accounts.
Dependencies: None
Required: Yes
Editable: No

For fields with predefined valid entries (such as True/False), use initial capitalization. For example True, not TRUE or true. IDs require exact case matches, while predefined entries require initial capitalization.

Contact field definitions

Intacct uses prefixes to distinguish between the types of contacts that can be imported.

Contact Prefix
Primary Contact None
Vendor Pay-to contact P_
Vendor Return-to contact R_
Customer Bill-to contact B_
Customer Ship-to contact S_

For more information about contact field definitions, see CSV imports: Contact field definitions.

How do blank fields work?

In most imports, if you leave a field blank in the import file, the blank entry will overwrite any existing information in Intacct as blank upon upload.

For example, say you have the existing value 123456 in a field in Intacct, and you upload a blank field for the same field with a CSV import. When you look at that field in Intacct, you'll see the original value 123456 has been replaced with no information, and the field is blank.

Two imports do not work this way:

  • the Update Vendor 1099 Transactions import
  • the Update Vendor 1099 Opening Balances import.

If a field is left blank in these imports, the existing value in Intacct is kept in Intacct. To remove the existing value in Intacct for these two imports, enter the value NULL in the selected fields. Look at each import template for more information.

Download standard templates

To download standard templates for CSV imports, see Download an import template.