Xero manual journal import CSV format, explained

Xero can import manual journals from a CSV file, which saves typing month-end journals line by line. The rules below are from Xero Central’s Add, import and post manual journals.

Where to import

In the Reporting menu select All reports, open the Journal Report, click Go to manual journals, then Import. Click Download template file for the template. Don’t change any column headings, as this causes the import to fail. Imported journals are drafts that you post afterwards. You need the administrator role, or standard + manual journals, to import.

The fields

Template field	What Xero expects
`Narration`	Required. Enter it on the first row of each journal and leave it blank on the rows that belong to the same journal.
`Date`	Required, as dd mmm yyyy or dd/mm/yyyy (30 Jun 2019 or 30/06/2019). First row of each journal only. If both Date and Narration are blank, the row belongs to the journal above.
`Description`	Optional, per line.
`AccountCode`	The code only, not the name, for example 200. Some system accounts can’t be used in a manual journal.
`TaxRate`	The full tax rate name as in your Xero tax settings, for example “20% (VAT on Expenses)”. You can import without it, but must add it before posting.
`Amount`	Debits positive, credits negative. Total debits must equal total credits before you can post.
`TrackingName1` / `TrackingOption1` (and 2)	Optional. Both columns are needed to import tracking.

Limits to know

Up to 300 lines in one template file when you use a spreadsheet editor such as Excel.
With multicurrency, manual journals are in your base currency only.
Auto Reversing Date and “Amounts are” have no import template field; set them in Xero on the draft.

How Amortline writes the file

One journal per month-end, dated the last day of the month, Narration and Date on the first row only.
Debits positive, credits negative, and every journal balanced to 0.00, or no file is made.
Your tax rate name on every line (No VAT by default), and Xero tracking copied to both legs when you fill the tracking columns.
Base currency only. A run over 300 lines is split into several balanced journals and files, downloaded together as a .zip, with a line’s debit and credit always in the same file.

The journals come from Amortline’s schedules for prepayments, accruals and deferred revenue. Xero Central doesn’t show the template’s exact header row, so download the template from your organisation and compare if an import fails.

Try it on your own schedule. Free, no sign-up, nothing uploaded. The free version covers one client, and the journal file, posting record and working paper cover 3 lines per client. The Practice plan (£12 per month or £120 per year) covers every line and every client: see pricing.

Build a schedule

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Amortline is independent and not affiliated with or endorsed by Xero. Xero is a trademark of Xero Limited. This guide was checked against the linked sources on 27 October 2026; Xero changes its product, so check the current Xero Central article if a menu looks different.