Managing Import History

Use Import History to see every general ledger import for the property, pick up one you left unfinished, and undo one that has already posted. Read this when you want to do something with a batch. If a batch has gone wrong and you need to know whether your books are safe, read import-errors-and-what-they-mean.md instead.

How to read a row

Each row in Import batches is one import.

• Batch shows the date the import was started, with a short batch reference under it.
• Mode shows Hybrid or Trial balance.
• Status is the batch state (see below).
• Entries is how many journal entries the batch holds, staged or committed.
• Total debits shows the debits staged for the import while it is still in progress. Once the import reaches Committed, it shows the debits of the journal entries that actually posted to your ledger instead (an entry you excluded is not posted and is not counted). A Reversed batch keeps that same posted figure for reference.
• Committed by names the person who committed or reversed it. It stays blank until then.
• Actions shows only the actions that are available for that state.

The card above the table gives you the same picture at a glance: Last import, Batches, and Mode.

What each status means

• Draft: the file is uploaded and the import has not been staged yet. You can Resume, Re-run matching, or Discard.
• Resolving: the file is staged and the matching decisions are in progress. You can Resume, Re-run matching, or Discard.
• Ready: everything is resolved and the import is waiting for you to commit it. You can Resume (which takes you to Review and Commit), Re-run matching, or Discard.
• Committing: the batch shows Committing in Status, and the Actions column names which part is running: Posting while entries are going onto the ledger, or Reversing while a reversal is undoing them. Usually there is nothing to do but wait it out. If the background run behind it stops before finishing, for example it runs out of time, the row keeps the same Posting or Reversing label and now offers Retry or Retry reversal: selecting it continues from where the run stopped, without posting or reversing anything twice. If the run is in fact still going, Retry (or Retry reversal) tells you so and changes nothing. Neither is offered alongside Discard, because part of the import may already be on your ledger.
• Committed: every entry posted. The only action is Reverse.
• Failed: the import stopped before it finished. You can Retry, Reverse, and usually Re-run matching. See the errors article.
• Reversed: the import was rolled back. Nothing further is offered on it.

Only Committed means the whole file is in your general ledger. Failed never does, even when part of it posted.

Resume an import you left

1. Find the Draft, Resolving, or Ready batch in the table.
2. Select Resume.
3. The wizard reopens on the first step that still has unfinished work.
4. Carry on and commit as usual, per reviewing-and-committing-a-general-ledger-import.md.

If loading the saved batch fails when you resume it, the step shows the error with its own Retry button, so you do not have to leave and reopen the batch to try again.

Re-run matching

Use Re-run matching when an uncommitted batch should be read again with the current matching rules. It is the way to update a batch that was imported before the general ledger import improvements.

It clears the staged entries and lines, unit and member picks, vendor assignments, staged vendor creates, general income marks, historical balance marks, and plain marks.

It keeps the uploaded file, the confirmed column mapping, the detection overrides, the cutover date, the mode, the entries you excluded, and the batch itself.

Select Re-run matching, read the Re-run matching? confirmation, then select Go back to change nothing or Re-run matching to proceed. Full detail is in re-running-matching.md.

Discard a draft

Discard is offered on a Draft, Resolving, or Ready batch, and on a Failed batch only when the import never began creating records. Select Discard and the batch is removed.

If Discard is greyed out on a failed import, the tooltip reads Retry to finish this import, or contact an admin. That batch created records before it stopped, so throwing it away would leave those records behind. Use Retry instead.

Discard is also never offered on a batch that a commit or a reversal is actively working through (status Committing, shown as Posting or Reversing), for the same reason: part of it may already be posted.

Reverse a committed import

1. Find the Committed batch and select Reverse.
2. Read Reverse this import?. It explains that reversal entries will be posted for every committed entry and that any locked fiscal periods will be re-opened.
3. Type a reason. At least ten characters are required.
4. Select Reverse import.

Reversing does not erase anything. The original journal entries stay in the ledger and are marked void, and reversal journal entries are posted against them, so the history of what happened is preserved. On a Failed batch the same control appears, and the confirmation reads Clean up this failed import? instead.

Starting a second import does not depend on reversing an earlier one. Start an import stays available regardless of a prior batch's status; it is gated only on the permission to post journal entries.

Telling at a glance whether a batch needs you

• Draft, Resolving, Ready: it needs you. It is unfinished and nothing has posted.
• Committing: it does not need you. Wait for it.
• Committed: it does not need you. It is done.
• Failed: it needs you, and it is the only state where you need to know whether money posted before deciding what to do.
• Reversed: it does not need you. It has been rolled back on purpose.

If something goes wrong

Every failure, refusal, and per-entry outcome, including whether money posted and whether your books are safe, is covered in import-errors-and-what-they-mean.md.