IN THIS SECTION


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:


FieldDescription
Company NameThe name of your company
CurrencyThe home currency of your company
Fiscal year start monthThe month the fiscal year starts for this 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.



FormatDescription
Trial BalanceThis format corresponds to the format of the data seen on the Trial Balance report. When importing from an external financial system the output you would require would be the Trial Balance Report. Values entered for each month should be the month-end, year-to-date balances from the Trial Balance.


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.

Balance Sheet/Profit & LossThis format corresponds to the format of the data seen on the Balance Sheet and Profit & Loss reports. When importing from an external financial system the output you would require would be the Balance Sheet and Profit & Loss Reports. Values entered for each month should be the month-end values from the Balance Sheet or Proft & Loss.

   

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.


FieldDescription
Account TypeThe account type.  Determines how the account is categorised when reports are run.  Must match a known type.  See Account Mappings for more information.
Account NameThe account name.  Depending on the Consolidation Type selected in your Reporting Configuration Joiin will use this name to consolidate across multiple companies.
Account Code (OPTIONAL)The account code.  Optional.  Depending on the Consolidation Type selected in your Reporting Configuration Joiin will use this code to consolidate across multiple companies.


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.


Column HeadingNameDescription
TypeAccount TypeOPTIONAL. The account type. Determines how the account is categorised when reports are run.

If entered, must match a known type. See Account Mappings for more information.

If not entered, Joiin will find the best match for Account Type based on the account name and code. See Smart Importing below.

Name
Account NameThe account name.  Depending on the Consolidation Type selected in your Reporting Configuration Joiin will use this name to consolidate across multiple companies.
CodeAccount Code (OPTIONAL)The account code.  Optional.  Depending on the Consolidation Type selected in your Reporting Configuration Joiin will use this code to consolidate across multiple companies.
MMM-YYThe account valueThe account value for the specified month.  Column heading must be a date in a recognised date format, e.g. MMM-YY. 
repeat for additional months..


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.



Auto-fill Partial Years

If you are uploading in Trial Balance format and have only included partial year data, Joiin will auto-fill the remainder of the year with the value from the last month.



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.


Updating Data


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


  • Select Companies from the left-menu
  • 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.



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.