Journal entries are essential for adjusting financial records and keeping your books accurate. Whether you're recording depreciation, accruals, or correcting errors, it's vital to enter journal entries correctly in Xero.
If you handle multiple entries or want to save time, using SaasAnt Transactions is the smarter choice. It allows you to bulk import journal entries into Xero without manual data entry, saving you hours of effort.
This guide walks you through the entire process of entering journal entries in Xero using SaasAnt Transactions—step-by-step.
Entering journal entries one by one in Xero can be tedious. With SaasAnt Transactions, you can:
Import journal entries in bulk using a spreadsheet
Map your data easily using simple drag-and-drop tools
Validate errors before import, so you catch mistakes early
Save time on month-end tasks and focus on high-value work
SaasAnt is a practical solution to simplify your accounting workflow if you regularly deal with large volumes of financial data.
To get started, you’ll need:
A Xero account with access to journals
A SaasAnt Transactions account (connected to Xero)
Your journal entries are organized in a spreadsheet (CSV, Excel)
Your spreadsheet should contain the required fields for journal entries. Here's a basic structure to follow:
Date: The transaction date (MM/DD/YYYY)
Journal Number: Optional but helpful for tracking
Line Amount: Debit or credit amount
Account Name or Code: The general ledger account
Description: A short memo or explanation
Tracking Category (if used in Xero)
Tax Type: Choose ‘None’ for most journal entries unless tax applies
Go to SaasAnt Transactions for Xero
Log in with your credentials
Select your connected Xero organization
Click on the “Import” menu at the top
From the list of Xero transaction types, select “Manual Journal”
Click Upload File
Choose your prepared Excel or CSV file
Hit Next
Once the file is uploaded, SaasAnt will ask you to map your spreadsheet columns to Xero fields.
Use the dropdown next to each field to match your file headers
For example:
“Account Name” in your sheet → maps to → “Account Name” in Xero
“Line Amount” → maps to → “Amount”
You can save this mapping for future imports
This step ensures that your data flows into Xero correctly.
Before importing, SaasAnt will validate your file. It checks for:
Missing required fields
Invalid accounts
Unbalanced journals
Fix any errors directly in the preview or return to your spreadsheet to make changes.
Your journal entries must balance (total debits = total credits).
Once validation passes:
Click Import to Xero
Wait for the confirmation message
Your journal entries will now appear in Xero under Accounting > Manual Journals
You can open each entry in Xero to double-check or make adjustments.
In Xero:
Go to Accounting > Reports > Journal Report
Filter by date or journal number to view the imported entries
Confirm everything is posted correctly
Here are a few situations where bulk journal entry import can be helpful:
Monthly accruals and deferrals
Year-end adjustments
Payroll journal entries
Depreciation postings
Correcting prior period entries
Instead of spending hours entering each journal manually, you can upload everything in one go with SaasAnt.
Always review balances to ensure debits equal credits
Use consistent naming for accounts and tracking categories
Double-check dates and tax types before import
Keep a backup of your spreadsheet for audit purposes
Save your import mappings for repeat use
If you're looking to save time and reduce manual work, SaasAnt Transactions makes journal entry imports into Xero fast and accurate. It’s a practical tool for bookkeepers, accountants, and finance teams who manage recurring journal entries.
Stop entering journals one by one. Import journal entries in bulk with SaasAnt Transactions and finish more in less time.
Yes. SaasAnt Transactions allows you to import multiple journal entries in bulk using a CSV or Excel file. This is ideal if you handle high volumes of manual journals or recurring accounting adjustments.
You can upload files in CSV, XLS, or XLSX formats. Ensure the column headers match the journal entry fields you want to map in Xero.
Yes. Your journal entries must be balanced (total debits equal total credits) before SaasAnt will allow you to import them into Xero. The tool will flag any unbalanced entries during the validation step.
At a minimum, you’ll need:
Date
Line Amount (Debit or Credit)
Account Name or Code
Optional but helpful fields include:
Journal Number
Description
Tracking Categories
Tax Type
Yes. SaasAnt lets you use either account names or account codes to identify where each journal line should be posted in Xero.
SaasAnt will show a detailed error log after validation. You can:
Correct errors directly in the preview window, or
Fix the original file and re-upload it.
Common errors include missing accounts, unbalanced lines, or invalid dates.
Yes. After a successful import, your journal entries will appear in Xero under Accounting > Manual Journals and be reflected in your financial reports, such as the Journal Report and General Ledger.
Absolutely. Once you map your fields, you can save the mapping template in SaasAnt. This makes it quicker the next time you import journal entries.
Yes. SaasAnt is an official Xero app partner and follows standard data security practices. Your credentials and financial data are protected throughout the process.
If something goes wrong, you can:
Delete the journal entries manually in Xero
Or, use the SaasAnt deletion feature to remove imported entries in bulk (if tracking is enabled)
Always review entries after import to ensure accuracy.
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