IN THIS SECTION

• Overview
• Adding a company manually
• Enter company details
• Adding Data
  • Data Formats
  • Entering Data manually
  • Importing a data file
    • Step 1 - Prepare the import file
    • Step 2 - Load the File
  • Smart Importing
  • Checking accounts balance
  • Finishing up
• Additional Notes
• Common CSV import errors
• Updating Data
• Downloading Data
• Updating Company Details

Overview

As well as connecting automatically to Xero, QuickBooks or Sage you can create a company in Joiin manually, by either entering data directly or by importing a data file. This is useful to:

Import Data from any financial system

Connect to financial systems other than QuickBooks Online, Xero or Sage and consolidate that data with your other companies.  Financial systems such as Datev, MYOB, Reckon, Tally, Billomat and many others can all be used.

Create Eliminations

Create an Eliminations company to eliminate inter-company transactions and view the Elimination values in a column alongside the other companies in the By Company view.

Account Adjustments

Add any other account adjustments that might be required to balance items such as FX differences. Please see 'FX adjustments document' attach below for further guidance.

NOTE: You can also make adjustments to Xero/QuickBooks/Sage data by using the Company Adjustments feature.

Adding a company manually

To create a new company manually simply click on the Companies link on the menu, click on the Add Company button and select Add manually.  This will take you to the manual company add page.

Enter company details

First enter the following details of your company:

Adding Data

Once you've entered the company details you have two options for adding data:

1. Entering data manually
2. Importing a data file

You can use a combination of these options - for example, initially loading a data file and then amending/adding to this data manually.

NOTE: Once you have added a company manually you can come back later and edit the data whenever required. On the Companies page, simply click on the three-dot menu to the right of the company and select Edit. 

Data Formats

You can choose between two formats when entering company data: Trial Balance or Balance Sheet/Profit & Loss. Choose which format you want to use by clicking on the toggle as below. 

NOTE: The data format selection you make will be remembered by your browser so it is selected the next time you add or edit a manual company. The data format is not saved along with the company itself. If you clear cookies or user a different browser your selection will not be remembered.

NOTE: We use the single-column Trial Balance format rather than the two-column Credit/Debit format. In this format, as per the accounting norm, all debit balances are treated as positive and all credit balances are treated as negative.

Entering Data manually

To enter data manually start by clicking the Add Account button.

This will bring up a list of accounts from your consolidated Chart of Accounts. You can search for accounts and select the accounts you wish to include and click the Add button to add them.

Alternatively you can click on the Create new button to add a new account. This will bring up a form to enter a new account for this company.

Enter the details of the account and click Add. A new row will be created in the data grid with cells for you to enter the account balances. Data must be in the format selected.

Enter the values for the account.

You can add additional accounts by clicking on the Add Account button again.

You can enter values for different years by selecting the Year from the dropdown.

Importing a data file

You can add data to a company by importing a data file. This is a simple case of either dragging the file from your computer into the dashed box or by clicking on the select a file from your device link to choose a file from your computer.  

Once you've uploaded a file the data will appear in the data grid below, where you can edit as required. Follow these additional steps to prepare the file for loading.

Step 1 - Prepare the import file

The import file must be in CSV (Comma Separated Values) format and contain the values for each period, based on the format selected.  The CSV file format is a common format that can be exported by financial systems, it can also be easily generated from Excel files.

NOTE: The file must be for a single entity and contain unique account names and codes as would be expected from a Trial Balance/Balance Sheet/Profit & Loss report for a single entity.

An example file looks like the following:

Type,Name,Code,Jan-22,Feb-22,Mar-22,Apr-22

Revenue,200,Sales,-450,-569.45,-789.43,-890.56

,400,Advertising & Marketing,23.34,104.34,143.67,184.34

You can download a template for use when importing by clicking on the Download Template link- you can also select the dates the template will be generated for.  An example template is also attached to this page below.

Once you have downloaded a template and/or if your file is ready for import click on the Skip button to go to step 2.

Step 2 - Load the File

When your file is ready you can load it into Joiin by either dragging it into the dashed box on screen, or by clicking on the Select a file from your device link.  This will open up a file selector so you can choose the file from your computer you wish to import.  Once selected click Open and the file will be validated and uploaded.

If there are issues with the file the list of errors will be displayed.  Correct the errors in the file and then upload it again. Please see a list of the common errors at the bottom of this page.

If the file is good no errors will be reported and the data will be loaded.

Smart Importing

When importing data, the Account Type field is optional. If you do not include it, Joiin will work out the best type to use based on the account name and code you supply. This saves you time as you do not need to work out which account types to use or map them to the source system account types.

Joiin will use default account types from Xero, QuickBooks and Sage, along with your existing company data to find the best match for account type. When you load a file a colour-coded indicator shows how well the account type was matched.

If the account type it matches is not correct, you can correct it on screen - see Updating Data below. As you add more data and correct account types, Joiin will learn and match better next time.

Checking accounts balance

If you have selected the Trial Balance format, Joiin will check that account values balance. If you are entering a full company ledger in Trial Balance format then the column totals should add up to zero. If column totals do not add up to zero they will be highlighted in red.

Finishing up

Once you've added and edited your data to your satisfaction, click on the Add Company button to finish. The company will then be added and will be available when you run reports.

Additional Notes

• Do not attempt to upload/add Current Year Earnings - we will calculate this for you.
• The opening balance of accounts will be taken as the first month of data you have imported.  If you run a report for this first month then the previous month data will be assumed to be zero.
• Once you've created a manual company the dates you can run reports for will depend on the dates you've added data for - if you are running a report for a manual company only you can only run it for the dates you have data available for.

Common CSV import errors

• Not including 0s in zero value fields.
• Incorrect Joiin account types, see account mapping for further guidance.
• Reformatting of the header rows.
• Not entering the YTD trial balance figures or BS/P&L figures according to the correct format
• Attempting to upload a non-CSV file.

Updating Data

You can update the data for a manual company at any time:

• Select Companies from the left-menu
• Click on the company you wish to update or click on the three-dot action menu at the right and select Edit

You can then add/update/delete rows manually or import another data file which will overwrite any existing rows. You may find it helpful to update the data by first downloading to the CSV and re-uploading - see below for how to download the data.

Downloading Data

You can download the data for the company to a CSV file. This can be helpful if you wish to copy an existing company or modify the data for a company outside of Joiin and re-upload it.

• Select Companies from the left-menu
• Click on the company you wish to update or click on the three-dot action menu at the right and select Edit
• Click on the three-dot menu at the top right and select Download data as CSV

A CSV file will be downloaded - if required, you can modify the data and re-upload it, either to an existing company or to a new company.

Updating Company Details

You can update the company details such as name, fiscal year start. To do this:

• Select Companies from the left-menu
• Click on the company you wish to update or click on the three-dot action menu at the right and select Edit
• Click on the three-dot menu at the top right and select Edit
• Make the required changes and click OK
• Click on the Update Company  button to save the changes.