Introduction
This guide explains how to use Bukku’s batch import feature to quickly migrate your Chart of Accounts in bulk, instead of adding each account manually, using the provided Excel template. It’s recommended to complete this import before recording any transactions.
If you’re new to setting up Chart of Accounts, we recommend reading the article collection of Chart of Accounts first. It explains in detail what each field means and how Chart of Accounts work in Bukku. Once you’re familiar, you can use this batch import to speed up setup.
Steps to Batch Import Your Chart of Accounts
1. Download the Bukku Excel Template
Go to Accounting > Chart of Accounts.
Click the ⋯ (3 dots) next to + New and select Import Accounts.
On the Import screen, you’ll see two download options:
Template File – use this to add and import new accounts.
Chart of Accounts – this shows your current accounts; you can edit, update, or add new accounts before re-importing.
2. Review the Instructions in the Template
Open the downloaded template and read the instructions provided within the file. This will help you understand the required format and data for each column before entering your account details.
Notes:
Please do not rearrange the order of the columns.
Account will be updated if the account code already exists in the system.
3. Understand Each Column and Update the File
Update the file with your desired list of accounts. The template includes sample rows with examples in the Description column to help you understand how to fill it in.
Here’s what each column means:
Column | Explanation | Required / Optional |
System Type (1) | Fill up a system type if applicable. Only for special accounts. The system uses this to recognize specific accounts for use in certain modules. For example:
Leave it blank for accounts that do not fall under any of the above categories. | Optional |
Type * | Account type fill in - Assets, Liabilities, Equity, Income, Expenses. | Required |
Parent A/C Code (2) | If this is a sub-account, fill up the parent account code. | Optional |
Currency Code (3) | The default currency follows your Bukku account’s home currency. You can fill up other currencies for Bank and Credit Card accounts only. | Required |
A/C Code (4) | Can leave it blank for system to auto-generated or you can fill up your own account code. | Required |
Name (5) * | Enter a unique account name. | Required |
Description | Provide a short description of this account’s purpose. | Optional |
4. Upload and Save
Upload the updated Excel file, review the preview of your Chart of Accounts to ensure everything looks correct, then click Update to save the changes.
Understanding Import Messages and Errors
Scenario 1 - Same Account Code with Different Account Names
If the system detects a matching existing account code in Bukku and in the Excel template, it will automatically update the account name and display “Update” in the preview.
Example: Updating the existing 1000-00 account name to Petty Cash.
Existing Account:
In excel:
At Review stage after upload:
Scenario 2 – Same Account Function with Different Name and Code
If an account in your Excel file serves the same function as an existing one in Bukku but has a different name or account code, the system will treat it as a new account and create it accordingly based on the details provided in the file.
Scenario 3 – Parent Account Used in Transactions and Settings
If an account code already exists in Bukku and is currently used in transactions, settings, contacts, or products, it cannot be assigned as a parent account.
If your Excel upload attempts to set such an account as a parent, the system will display an error message indicating the issue and highlight the modules where the account is being used.
Example:
You are trying to create new sub-accounts (5000-00 to 5000-03) and set 5000 - Sales Income as their parent account.
Existing Account:
In Excel:
You list the new sub-accounts and assign 5000 as the parent account for each of them.
At Review stage after upload:
The system shows this error:
"The parent account selected is used and cannot be made as a parent. It is used in: products, settings."This error appears on lines 16 to 19 in the Excel file (corresponding to sub-accounts 5000-00 to 5000-03).
Meanwhile, 5000 - Sales Income will be shown as updated (not rejected), since the system allows updates to existing accounts even if they are in use.
Why this happens:
The 5000 - Sales Income account is already set as the default income account under Control Panel > Company Settings > Accounts > Income Account. This default setting prevents it from being used as a parent account.
Additionally, if you have created any products with ‘I’m selling’ turned on, these products will also default to using 5000 - Sales Income.
To resolve the error, you have two options:
Option 1: Free up the existing account
Change the account that’s currently in use (e.g. in Company Settings or Products & Services) to another income account. Once it’s no longer in use, re-import your Excel file—then the system will allow it to be set as a parent account.
Option 2: Use a new parent account
If you prefer not to make changes to existing settings immediately, you can:
Create a new parent account using a temporary account code in your Excel file and assign this new account as the parent for the sub-accounts.
Upload the Excel file as usual.
After uploading:
Go to Company Settings and Products & Services, and change the default income account to another account.
Delete the original 5000 - Sales Income (if no longer used).
Then, head to the new parent account and update its code.
This method avoids disruption to existing records and lets you link sub-accounts without system restrictions.
Frequently Asked Questions (FAQ)
Can I use the same Excel file to update and add new accounts at the same time?
Yes. The system will automatically detect which accounts to update (based on account code) and which ones to add as new.
What happens if I upload an account code that already exists in Bukku?
The system will update the existing account’s name and description based on your file, and show the change as “Update” in the preview screen. The account code will remain unchanged.
Can I batch update existing account codes using the import file?
No, you cannot update existing account codes via batch import.
The account code is the unique identifier in Bukku, and the system will not override it during import.
Can I leave the Account Code column blank?
Yes, you can leave it blank. The system will auto-generate an account code for you during the import.
What should I fill in the “Parent A/C Code” column?
Only fill in the Parent A/C Code if you want the account you're creating to be a sub-account under an existing account.
A parent account is a higher-level account that groups related sub-accounts together for reporting purposes.
If your account doesn’t need to be grouped under another account, just leave this column blank.
Why am I getting an error when setting a parent account?
An account cannot be set as a parent if it’s already used in transactions, contacts, settings, or products.
To resolve this, either free it up from those usages or create a new parent account to use in your import file.
