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Accounts EDBL

Distributor reference for the Accounts EDBL import in Encompass: bulk-load or update general ledger accounts, matching account codes and types. Needs GeneralAccountingEdit permission and v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

  • User must have the GeneralAccountingEdit permission to run this routine

  • The Company referenced must exist in the system

  • If using account codes, these should exist in the system prior to import

Steps

The Accounts EDBL routine enables you to import accounting ledger accounts into your Encompass system. This routine will:

  1. First validate company references using translations (if provided)

  2. Map account codes to existing account code IDs when the Code field is included

  3. Process account type information

  4. Create or update account records according to the selected import action

If you are providing the Code field in your import, the system will attempt to match it with existing entries in AccountCodes. If found, it will use that relationship for the imported account.

The routine handles related tables in a specific order to ensure proper relationships are established:

  • AccountTypes are processed first

  • Then the main Accounts records are processed

Fields And Definitions

Required Fields:

  • CompanyID - The internal ID of the company this account belongs to (automatically defaults to user's company if not specified)

Optional Fields:

  • CompanyID_Translation - An external identifier to match to an existing company

  • Code - Account code text identifier (defaults to "Expense" if not provided)

  • AccountTypeID - Reference to the account type

  • AccountCategoryID - Reference to the account category

Additionally, all fields from the Accounts table are available for mapping in your import file

Best Practices

  • Pre-create dependencies: Ensure all AccountCodes, AccountTypes, and AccountCategories exist in the system before importing accounts that reference them.

  • Use translations: When importing from another system, use the _Translation fields to map external identifiers to Encompass internal IDs.

  • Company verification: Double-check that the company references in your import file match existing companies in your Encompass system.

  • Account codes: If using the Code field, verify that these codes exist in your AccountCodes table before import to ensure proper relationships.

  • Unique accounts: Avoid creating duplicate accounts by using a consistent account naming and numbering scheme.

  • Test imports: Run the import with a small sample set first to verify the results before importing your complete dataset.

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