Overview

If you're already using Thomson Reuters Accounting CS, you likely have clients and vendors set up in FIRMADMIN. Rather than manually entering this information into the LedgerSync for Accounting CS application, you can import your existing FIRMADMIN data directly.

This article explains how to export data from FIRMADMIN and import it into the LedgerSync Accounting CS app.

Why Import from FIRMADMIN?

Importing from FIRMADMIN provides several benefits:

• Save time - No need to manually enter client and vendor information
• Leverage existing setup - Use the vendor codes and GL codes you've already configured
• Automatic rule creation - Vendor rules are created automatically based on your FIRMADMIN data
• Consistency - Ensures your Accounting CS data matches your LedgerSync setup

What Gets Imported

When you import from FIRMADMIN, the following data is transferred:

Client Data:

• Client names
• Client codes
• Client list for selection in the application

Vendor Data:

• Vendor names
• Vendor codes
• GL code associations (if configured in FIRMADMIN)
• Vendor rules (automatically created)

Part 1: Export from FIRMADMIN

Exporting Client List

1. Open Accounting CS on your computer
2. Go to Tools > FIRMADMIN
3. Click Clients
4. Select Export or Export to CSV
5. Choose a location to save the file (e.g., Desktop or Downloads folder)
6. Save the file as clients.csv

Exporting Vendor List

1. In FIRMADMIN, click Vendors
2. Select Export or Export to CSV
3. Choose a location to save the file
4. Save the file as vendors.csv

Note: Make sure both CSV files are saved to an easily accessible location - you'll need to upload them in the next step.

Part 2: Import into LedgerSync Accounting CS App

Step 1: Access the Import Section

1. Log into the LedgerSync Accounting CS application
2. Click the Settings icon (gear icon) in the top-right corner
3. Scroll down to find the "FIRMADMIN Import" section

Step 2: Upload Client CSV

1. In the FIRMADMIN Import section, locate the "Clients CSV" upload field
2. Click "Choose File" or "Browse"
3. Navigate to where you saved clients.csv
4. Select the file and click "Open"

Step 3: Upload Vendor CSV

1. Locate the "Vendors CSV" upload field
2. Click "Choose File" or "Browse"
3. Navigate to where you saved vendors.csv
4. Select the file and click "Open"

Step 4: Review Column Mapping

1. After uploading both files, the system will attempt to automatically detect the columns
2. Review the mapping to ensure:
   • Client Name maps to the correct column
   • Client Code maps to the correct column
   • Vendor Name maps to the correct column
   • Vendor Code maps to the correct column
   • GL Code maps to the correct column (if available)
3. Adjust mappings if necessary using the dropdown menus

Step 5: Import the Data

1. Once the mapping is correct, click "Import"
2. The system will process the CSV files
3. Wait for the confirmation message (this typically takes 10-30 seconds)
4. A success message will appear showing:
   • Number of clients imported
   • Number of vendors imported
   • Number of vendor rules created

What Gets Created Automatically

After a successful import:

1. Client Names Added to System

All clients from your FIRMADMIN export are now available in the Client dropdown when reviewing transactions.

2. Vendor Codes Mapped to Vendor Names

The system creates a mapping between vendor codes and vendor names, ensuring consistency with your Accounting CS setup.

3. Vendor Rules Created Automatically

For each vendor in your FIRMADMIN export, a vendor rule is created using the "Contains" pattern match. For example:

• Vendor Name: "STAPLES" → Creates rule to match transactions containing "STAPLES"
• Vendor Name: "AT&T" → Creates rule to match transactions containing "AT&T"

4. GL Code Associations Preserved

If your FIRMADMIN vendor list includes GL codes, those associations are imported and used for automatic categorization.

Verifying the Import Was Successful

To verify your FIRMADMIN data was imported correctly:

Check Client List:

1. Go to the Review page
2. Click the Client dropdown
3. Verify your clients appear in the list

Check Vendor Rules:

1. Go to Settings
2. Scroll to "Vendor Rules"
3. Verify that vendor rules were created for your FIRMADMIN vendors

Test with Transactions:

1. Load transactions for a client
2. Verify that transactions are automatically matched to vendors from your FIRMADMIN import

Common Import Issues and Solutions

Issue: "Invalid CSV Format" Error

Solution:

• Ensure the file is saved as .csv format (not .xlsx or .xls)
• Open the CSV in a text editor to verify it's properly formatted
• Check that column headers are in the first row
• Re-export from FIRMADMIN if needed

Issue: No Clients or Vendors Imported

Solution:

• Verify the CSV files contain data (not just headers)
• Check that the column mapping is correct
• Ensure Client Name and Vendor Name columns are mapped
• Try uploading one file at a time to isolate the issue

Issue: Some Vendors Missing After Import

Solution:

• Check the success message to see how many vendors were imported
• Verify the vendor exists in the original FIRMADMIN export
• Check for special characters that might have caused issues
• You can manually add missing vendors after import

Issue: Duplicate Vendor Rules Created

Solution:

• If you import the same FIRMADMIN data twice, duplicate rules may be created
• Review vendor rules in Settings and delete duplicates
• Generally, avoid importing the same data multiple times

Re-Importing or Updating FIRMADMIN Data

If you need to update your client or vendor list:

1. Export the latest data from FIRMADMIN
2. Import it into the Accounting CS app as described above
3. The system will update existing records and add new ones
4. Existing vendor rules will not be duplicated if the vendor name matches exactly

Need Help?

If you encounter issues with the FIRMADMIN import:

• Email: support@ledgersync.com
• Include the error message you're seeing
• Attach your CSV files (if comfortable sharing)

Related Articles:

• Article 76: What is LedgerSync for Accounting CS?
• Article 78: How to Get Started with LedgerSync for Accounting CS
• Article 79: How to Connect LedgerSync Data to Accounting CS App
• Article 83: Creating and Managing Vendor Rules
• Article 84: Creating and Managing GL Code Rules