Overview

If you're already using Accounting CS FIRMADMIN, you can import your existing client list and vendor mappings to save time setting up the LedgerSync for Accounting CS App. This article explains how to export data from FIRMADMIN and import it into the ACS app.

Why Import from FIRMADMIN?

• Time savings - Avoid manually recreating vendor codes and client mappings
• Consistency - Keep your vendor rules aligned with your existing Accounting CS setup
• Accuracy - Reduce errors from manual data entry
• Quick start - Get up and running faster with pre-configured rules

What Gets Imported?

The import process brings in two key data sets:

1. Client List

• Client names
• Client IDs
• Client codes
• Active/inactive status

2. Vendor Mappings

• Vendor codes
• Vendor names
• Common patterns (used to create matching rules)
• Default GL codes (if configured in FIRMADMIN)

Step 1: Export from FIRMADMIN

Export Client List

1. Open Accounting CS FIRMADMIN
2. Navigate to Reports > Client List
3. Select export format: CSV (Comma Separated Values)
4. Include these fields:
   • Client Name
   • Client ID
   • Client Code
   • Status
5. Click Export
6. Save the file as clients.csv

Export Vendor List

1. In FIRMADMIN, go to Setup > Vendors
2. Select Export to CSV
3. Include these fields:
   • Vendor Code
   • Vendor Name
   • Default GL Code (if available)
4. Click Export
5. Save the file as vendors.csv

Step 2: Import into ACS App

Import Client List

1. Log into the Accounting CS App
2. Click Settings (gear icon, top right)
3. Scroll to FIRMADMIN Import section
4. Click Import Clients
5. Upload the clients.csv file
6. Review the preview - system shows which clients will be imported
7. Click Confirm Import
8. Wait for processing (typically 10-30 seconds)
9. Success message appears with count of imported clients

Import Vendor List

1. In Settings, find FIRMADMIN Import section
2. Click Import Vendors
3. Upload the vendors.csv file
4. Review the preview - system shows which vendors will be imported
5. Click Confirm Import
6. Wait for processing
7. Success message appears with count of vendor rules created

What Happens During Import?

Client Import Processing

• System reads client names and codes from CSV
• Creates client mapping records in ACS app database
• Associates each client with your LedgerSync account
• Inactive clients are flagged but still imported (you can filter them later)

Vendor Import Processing

• System reads vendor codes and names from CSV
• Creates vendor rules based on vendor names
• If GL codes are present, creates GL code associations
• Rules are set to "Imported from FIRMADMIN" priority level

After Import: Verification

Verify Client Import

1. Go to Review & Export
2. Open the Client dropdown
3. You should see clients from both:
   • Your LedgerSync account (primary source)
   • FIRMADMIN import (adds metadata and associations)

Verify Vendor Rules

1. Go to Settings > Vendor Rules
2. You should see imported vendor rules
3. Each rule shows "Source: FIRMADMIN Import"
4. Test a few rules by processing a sample client to confirm matches

Common Import Issues

Issue: "File format not recognized"

Cause: CSV file has incorrect format or encoding

Solution:

• Ensure file is saved as CSV (not Excel format)
• Use UTF-8 encoding
• Check that column headers match expected format
• Remove any special characters or formatting

Issue: "Some vendors could not be imported"

Cause: Missing required fields or duplicate vendor codes

Solution:

• Review the error log (shown after import attempt)
• Fix missing data in the CSV file
• Remove duplicate vendor entries
• Re-import the corrected file

Issue: "Import completed but no rules were created"

Cause: Vendor data didn't include enough information to create matching rules

Solution:

• Check Settings > Vendor Rules to see what was created
• Manually refine rules that need more specific patterns
• Add additional vendor rules as you process transactions

Best Practices

Timing Your Import

• Import early - Do this during initial setup before processing any clients
• Clean your data first - Review FIRMADMIN data for accuracy before exporting
• Test with sample - Try a small export first (10-20 vendors) to validate the process

After Import Refinement

• Review auto-created rules - Check that vendor matching patterns make sense
• Merge duplicates - If you have similar vendors, consolidate them
• Add GL codes - If FIRMADMIN didn't include GL codes, add them now
• Set priorities - Adjust rule priority for vendors that appear frequently

Re-importing After Updates

If you update FIRMADMIN data and want to sync it to the ACS app:

1. Export fresh CSV files from FIRMADMIN
2. Import again using the same process
3. System will:
   • Update existing records
   • Add new records
   • NOT delete existing records (preserves manually created rules)

Need Help?

If you experience import issues, contact support@ledgersync.com with:

• Copy of your CSV file (remove sensitive data if needed)
• Screenshot of any error messages
• Description of what you expected vs what happened

Updated: March 19, 2026