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🧾 Help: What to Do If Your ERP Can't Export a Complete COA File​

If your ERP system can’t export your funds, departments, and activities into a single uploadable file, here’s how to use a manual workaround — using our expected format and your current file as a starting point.

✅ What We Expect in a COA File​

You can upload your COA in a single Excel file with multiple tabs, following this structure:

1. Funds tab​

Fund CodeFund Description
01General Fund
02Special Revenue Fund

2. Departments tab​

Department CodeDepartment Description
00Administration
10Public Works

3. Activities tab​

Activity CodeActivity DescriptionAccount Type
1000SalariesExpense
2000UtilitiesExpense

All columns shown are required for a successful upload.

📌 Format Notes:

  • You can use multiple tabs (e.g., by fund type or category), or keep everything in a single tab.
  • We support Excel (XLSX) and CSV formats.

🧠 Use Format Builder to Extract Codes from Account Numbers​

If your ERP stores all the key components in a single field like Account Number (e.g., 01-00-1000), you don’t need to manually split them into separate columns.

You can use our Format Builder feature during the upload process to define how your account structure breaks down. For example:

01-00-1000 → Fund-Department-Account

With Format Builder, simply:

  1. Define which segments in your Account Number map to which codes (e.g., first two digits = Fund, next two = Department, etc.)

  2. We'll automatically extract those parts and assign them during the import.

🛠️ What to Do If Your ERP Can't Export in This Format​

  1. Download the Sample Template ➡️ Download Sample COA Template This template matches our required structure.

  2. Copy Data from Your ERP Export

    • Open your ERP-exported file (like Muni A - COA) alongside the template.
    • Copy the relevant data (Account Number, Description, Fund Type, Department, etc.)

  3. Paste Using “Paste Special → Values”

    • In Excel: Right-click → Paste Special → Values Only
    • This helps avoid copying formulas or formatting that may interfere with upload.

  4. Match to Required Tabs and Columns

  • Match your exported data to the correct tabs:
    • Fund Code & Fund Description → Funds
    • Department Code & Department Description → Departments
    • Activity Code, Activity Description, and Account Type → Activities

  1. Save the File

    • Save as .xlsx or .csv

  2. Upload the File ➡️ View Upload Instructions

💡 Tips for Non-Technical Users​

  • Open your file in Excel or Google Sheets — both work.
  • Avoid:
    • Merged cells
    • Hidden columns
    • Special characters (like smart quotes or emojis)
  • If unsure what goes where, refer to the sample file or ask your finance team for clarification.