Introduction
This guide explains how to use Bukku’s batch import feature to bring in your Opening Balances in bulk using the provided Excel template. It’s designed for businesses migrating from another accounting system, saving you the time of entering balances one by one.
Opening Balances represent your business’s financial position at the start of using Bukku. They include carried-forward amounts such as account balances, unpaid invoices, bills, and stock, ensuring your books remain accurate and up to date.
If you’re starting a brand-new business with no historical records, you can safely skip this step.
If you’re new to Opening Balances, we recommend reading the Entering Your Opening Balance article first. It explains in detail what each section means and how balances work in Bukku. Once you’re familiar, you can use this batch import to speed up setup.
Before You Begin
To ensure a smooth batch import, make sure you’ve already set up the following in Bukku:
This setup ensures that the Opening Balances in your Excel template are correctly matched to accounts, contacts, and products during import.
About the Import Files
The Opening Balance batch import uses separate Excel template files for each sections — Account Balance, Outstanding Stock, Outstanding Invoices, and Outstanding Bills.
Each template corresponds to a specific section of the manual Opening Balance process. You’ll prepare the data in these individual files and upload them separately, one section at a time.
Step 1: Account Balance
This section lets you enter lump sum balances for each account based on your previous financial reports.
Download the Bukku Excel Template
Go to Accounting > Chart of Accounts
Click the ⋯ (3 dots) next to + New.
Select Opening Balance
Click Import Account Balance
Download the Template XLS file
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 balance details.
Understand Each Column and Update the File
Here’s what each column means:
A/C Code (1) * – Enter the account code exactly as it appears in Bukku. If the code doesn’t match, the line will be ignored. The template already lists all existing Chart of Accounts codes.
Exchange Rate (2) – Only needed for foreign currency accounts. Enter the exchange rate to convert to your home currency. If left blank, the system will default to 1.
Debit (3) – Enter the debit balance for the account in its original currency. Either the Debit or Credit column must be filled.
Credit (3) – Enter the credit balance for the account in its original currency. Either the Debit or Credit column must be filled.
Review and Continue
Upload the Excel file and review the auto-filled opening balances.
Ensure Total Debit and Total Credit are equal.
Once they match, click Continue to proceed to Step 2: Outstanding Stock.
Step 2: Outstanding Stock
Used to carry forward detailed stock balances for each product.
Before you begin, ensure all Products are created in Products & Services and Track Inventory must be turned on for those products.
Download the Bukku Excel Template
Click 'Import File', then download the Template File.
Review the Instructions in the Template
Open the downloaded template and read the guidance included. This will help you understand the required format and data for each column before entering your stock details.
Understand Each Column and Update the File
Update the file with your desired products. The template includes sample rows with examples to help you understand how to fill it in.
Here’s what each column means:
Product/Service Code (1) * – Enter the exact product name as it appears in your Products & Services list.
Description * – Provide the product description for reference.
Location Code (2) * - Enter the stock location code. If left blank, the system will default to the main location.
Quantity (3) * – Enter the number of units being carried forward.
Unit (4) * – specify the unit of measure (e.g., pcs, box). Use the same label in Bukku. If left blank, the base unit will be applied.
Cost Price (5) * – Enter the cost price per unit (supports up to 4 decimal places).
Review and Continue
Upload the updated Excel file and Bukku will auto-fill the stock balances for each product.
Ensure that Total = Applied in the summary table.
Once verified, click Continue to proceed to Step 3: Outstanding Invoices.
Step 3: Outstanding Invoices
Used to carry forward unpaid customer invoices and credit notes from your previous financial year.
Before you begin, ensure that all related contacts are already created in the Contacts section, with Customer selected as their contact type, and that each one is linked to the correct Accounts Receivable account.
Download the Bukku Excel Template
Click 'Import File', then download the Template File.
Review the Instructions in the Template
Open the downloaded template and read the guidance included. This will help you understand the required format and data for each column before entering invoice details.
Understand Each Column and Update the File
Update the file with your unpaid invoices or credit notes. The template includes sample rows to guide you.
Here’s what each column means:
Type (1) * – Choose either Invoice (for unpaid customer invoices) or Credit Note (for outstanding credit notes). Always use positive values, even for credit notes.
Customer (2) * – Enter the exact customer name as it appears in Contacts.
No. (3) * – Provide a unique transaction number. Make sure it’s not duplicated elsewhere in the system.
Reference No. – Optional. Use this for any internal or external reference numbers.
Date (4) * – Enter the document date in DD/MM/YYYY format.
Currency (5) – Use the 3-character ISO currency code (e.g., MYR, USD). If left blank, it defaults to your home currency.
Rate (6) – For foreign currencies, specify the exchange rate to home currency. Defaults to 1 if blank.
Description * – A short note about the transaction (e.g., “Website development invoice”).
Amount (7) * – The outstanding balance of the invoice or credit note. Enter positive values only.
Tax Code (8) – If tax applies, select the tax code defined in your Bukku system.
Tags (9) – Optional. Enter tags for categorization. Multiple tags can be separated with commas.
Review and Continue
Upload the updated Excel file and Bukku will auto-fill the outstanding invoices.
Check that Total = Applied in the summary table.
Once confirmed, click Continue to proceed to Step 4: Outstanding Bills.
Step 4: Outstanding Bills
Used to carry forward unpaid bills and credit notes from your previous financial year.
Before you begin, ensure that all related contacts are already created in the Contacts section, with Supplier (or Employee, if applicable) selected as their contact type, and that each one is linked to the correct Accounts Payable account.
Download the Bukku Excel Template
Click Import File, then select Download Template File
Review the Instructions in the Template
Open the downloaded template and read the guidance provided inside. This helps you understand the required format and data before entering your bill details.
Understand Each Column and Update the File
Update the file with your unpaid bills or credit notes. The template includes sample rows to guide you.
Here’s what each column means:
Type (1) * – Select either Bill (for unpaid supplier / employee bills) or Credit Note (for outstanding supplier credit notes). Always enter positive values, even for credit notes.
Supplier (2) * – Enter the exact supplier / employee name as it appears in Contacts.
No. (3) * – Provide a unique document number (must not duplicate existing numbers).
Reference No. – Optional. Add any related internal or external reference number.
Date (4) * – Enter the document date in DD/MM/YYYY format.
Currency (5) – Use the 3-character ISO currency code (e.g., MYR, USD). Defaults to home currency if blank.
Rate (6) – For foreign currency, specify the exchange rate to home currency. Defaults to 1 if blank.
Description * – Provide a short description of the transaction.
Amount (7) * – Enter the outstanding balance. Use positive values only.
Tax Code (8) – If tax applies, use the correct tax code defined in your Bukku system.
Tags (9) – Optional. Add tags for categorization. Multiple tags can be separated with commas.
Review and Continue
Upload the updated Excel file and Bukku will auto-fill the outstanding bills.
Check that Total = Applied in the summary table.
Once confirmed, click Continue to complete the opening balance setup.
Step 5: Final Confirmation
After completing all four steps, the system will display a confirmation message.
Ensure you see the confirmation message — this indicates that your opening balances have been successfully saved.
Once confirmed, you can begin recording new transactions in Bukku with your correct starting balances.
