In this article:
Index | Step 1 | Step 2 | Step 3 | Step 4

Import your own data

When you sign up, your account already contains a number of predefined reports, models, imports, and data sets. It shows example data of a fictitious coffee company (we really like coffee ..) based in several countries around the world.

You really want to see it your own data. We understand that. With just a few simple steps and using our Excel templates you can achieve that in a few minutes:

diagram steps tutorial account import

Edit your structure

Enter your companies

As a first step, you should enter the basic information about your companies via My data - Edit data - Companies:

screenshot edit companies

If you want to add extra information about your companies, you can create extra columns and edit the data at the same time via My objects - Data sets - Companies.

Even if you have just one company, please enter that and delete all other rows. If you have a lot of companies, you can also import them by clicking on Actions - Import from file. You'll need to provide a file that contains the same column headers as on the screen.

Enter your business units

Are you using business units, or cost centers, or departments? If so, please enter the basic information via My data - Edit data - Business units:

screenshot edit business units

If you want to add extra information about your business units, you can create extra columns and edit the data at the same time via My objects - Data sets - Business units.

If you have a lot of business units, you can also import them by clicking on Actions - Import from file. You'll need to provide a file that contains the same column headers as on the screen.

✭ Tip:
  • If the term "business unit" is not the right term for you, feel free to change its name - this will not impact any of the predefined reports.

Import Chart of Accounts

The next step is to import your Chart of Accounts. The quickest way is to import these using our Excel template that you can download, fill in, and import via My data - Import data - Chart of Accounts.

The Excel template includes further instructions on how it should be filled in.

Once imported, you can always edit the accounts via My data - Edit data - Chart of Accounts:

screenshot edit chart of accounts

✭ Tip:
  • If your Chart of Accounts doesn't already have a well-structured grouping, please spend some time doing that now. This is essential to getting high-quality reports. We have created 3 extra columns (class, category, and subcategory), but you can create as many or few grouping columns as you want.

Optional lookups

The below paragraph describes 2 optional steps for Chart of Accounts mapping and Currency Translation. If these scenarios do not apply to you, you can skip this.

Chart of Accounts mapping

Are not all your companies using the same Chart of Accounts? We've been there. XLReporting can automatically convert local (or divergent) account codes to a common Chart of Accounts, so that you build your reports on a common Chart of Accounts. To use this option, you need to fill a data set with the locally used account codes and a mapping to your common Chart of Accounts.

You can enter and edit this accounts mapping via My data - Edit data - Accounts Mapping:

screenshot edit chart of accounts mapping

In above example, account "1001A" will be converted to account "1000" during the import. In your Chart of Accounts in XLReporting, you only need to include account "1000", and all your reports will be referencing this one account. Your reports will be consistent and clear!

✭ Tip:
  • We have kept this example simple, but you can easily expand it for more complex scenarios. For example, you can build the accounts mapping on the combination of company code and local accounts code. This would cater for the situation where different companies use the same account code (say "1000") for a completely different purpose.

Currency translation

Are your companies reporting their numbers in different currencies? XLReporting can automatically look up the relevant currency exchange rates and apply those to the imported amounts. To use this option, you need to fill a data set with relevant currency exchange rates.

You can enter and edit currency exchange rates via My data - Edit data - Currency rates:

screenshot edit currency exchange rates

Our predefined import requires the lookup column to be a combination of currency code, period, and rate type (A/B/F for Actuals / Budget / Forecast). In above example, imported EUR amounts for period 2017-01 and type Actuals will be translated using an exchange rate of 1.06

✭ Tip:
  • We have kept this example simple, but you can easily change it or even expand it for more complex scenarios. The logic is highly configurable.

Import your data

Once you have entered your companies and imported your Charts of Accounts (and -optionally- entered your business units, accounts mapping, and currency exchange rates) you can use our Excel template to import your monthly actuals and annual budget data.

The quickest way to do this is by using our Excel template that can be downloaded (and imported once you have filled it in) via My data - Import data - Monthly Actuals respectively Annual budget.

The Excel templates include instructions on how to they should be filled in. They consist of just a few columns, so it should be easy to copy and paste your data into them.

Again, this is highly configurable. We have just created a very basic template to start with, which you can amend and expand any way you like:

screenshot import templates

All done !

Assuming that you are now looking at your own data, you can start to change and add reports. You can adapt the standard objects to your own needs. For example, you can add extra columns to data sets, add additional data sets, create imports for data from your transaction systems etc. Everything in XLReporting is configurable!