Manual Uploads

This help article goes through some best practice / useful tips for manual upload jobs.


The following jobs require to be treated as a manual upload (please note this is not a complete list, just some common examples):

  • Sage desktop
  • Key Prime
  • Farmplan
  • Sum-It
  • Kashflow
  • Zoho
  • Freeagent

Best Practice

  • Best practice for a manual upload job is to import a nominal ledger where possible. This means that all the nominal detail is able to be previewed from within Silverfin making it easier for both preparer and reviewer.

  • It is really important to ensure a copy of the final imported file is saved on Sharepoint and Silverfin documents. This means that there is a back up of the data used to prepare the accounts that can be referred back to when required. Suggested file name "TEST001 2023 manual import file".

  • Once imported the profit should be agreed back to the profit per the bookkeeping system. This is really important. The mapping between P&L and balance sheet should agree to the bookkeeping system otherwise when it comes to preparing year end adjustments these will be incorrect.

  • Balance sheet roll forward - the balance sheet should be rolled forward if importing transactions for the year only however if you are importing a trial balance or a nominal ledger which includes brought forward balances then the balance sheet should not be rolled forward. This second option is how a Sage desktop job should be done.

How to roll forward the balance sheet if required

Select "Edit Client" from overview screen

To roll forward, in the period you are working on select the opening balances box and the retained earnings box and select save changes.

You now need to select the nominal in which the retained earnings are to roll into. Make sure to select the bottom Save changes option.

Importing to Silverfin (see video here - 1min30)

- Match up the column headings on excel file with the type column on Silverfin.

- Minimum columns required for importing = Account number, Account name, Value (or Debit & Credit)

- Additional columns - it is useful to include any columns that will be helpful during accounts preparation eg VAT code, VAT amount, Departments, you then allocate these as "Other value" and click the tick to confirm.

- Ensure you read any of the warning messages that appear when importing the file to make sure that there is not any wrong with the nominal codes used. See examples below;


*New accounts - ensure this is reasonable, if a first year many new accounts expected however if not maybe would only expect a handful of new accounts

*Account change - would advise to sort this before carrying on with import, this means that multiple nominals have been coded with the same code and therefore will be overwritten/combined with just one nominal.

NOTE: This example has used Sage desktop but it is the same principle for other types of import.


Agree the profit back to the bookkeeping system

This is really important. The mapping between P&L and balance sheet should agree to the bookkeeping system otherwise when we come to prepare year end adjustments these will be incorrect. See example below;

Per Silverfin profit is £144,491.71

Per Sage profit is £144,491.71

The file is now ready to start the year end accounts preparation.



NOTE: If there is anything in this help article that needs updated please get in touch with the Silverfin Experts.

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