Kolleno can import journal entries from your SFTP upload. The journal entries file is an extra file that you send with the 7 standard files. For the 7 standard files and their data, see Data for Kolleno CSV Connector via SFTP.
This file is off by default. Ask your Kolleno account manager to turn it on for your company before you send the file. Until then, Kolleno does not import the file.
File name and folder
The file name must start with journal_entries_. Example: journal_entries_2026-11-16T15-45-30.csv.
Upload the file to the csv_data_uploads folder. Use a new file name for each upload, because Kolleno ignores a file that has the same name as an earlier file.
Columns
Column | Requirement | Information |
id | Required | Unique among all journal entries. |
customer_id | Required | This is the "id" column in the "CUSTOMERS" file. |
ref | Optional (value) | This is displayed on the platform. |
currency_iso | Required | 3 letters ISO code such as "USD". |
amount | Required | The full amount of the journal entry. A debit is positive and a credit is negative. |
balance | Required | The amount that is still open, with the same sign as the amount. Send 0 when the journal entry is closed. |
date_entry | Required | Format: YYYY-MM-DD, with no time. |
Write amounts with a decimal point. Do not use a currency symbol or a thousands separator. "Optional (value)" means that you must send the column, but the value can be empty.
Example
id,customer_id,ref,currency_iso,amount,balance,date_entry
JE-1001,CUST-1,JNL-1001,GBP,250.00,250.00,2026-10-01
JE-1002,CUST-2,JNL-1002,GBP,-120.50,-60.25,2026-10-15
How Kolleno imports the file
Send 8 files in each upload. If you have no journal entries, send the file with only the header row. If the file is missing, the import waits for the next scheduled run, which is two times a day.
The file imports last. It imports after the files in SFTP CSV Upload: Required Files and Processing Order.
Kolleno matches each row on its id. To change a journal entry, send the same id with the new values.
Close a journal entry with a balance of 0. If you leave a journal entry out of later files, Kolleno keeps its last balance.
After the import, open a customer to see the data. The Journals tab lists the journal entries. The open balance adds to the customer balance: a positive balance increases it and a negative balance reduces it.
If the import fails
These problems stop the import of the file and show an error in the file list:
A required column is missing.
Two rows have the same id. Send one row for each journal entry, not one row for each journal line.
A value in
amount,balance,currency_isoordate_entryis not valid.
Correct the file and upload it again with a new file name. Rows that imported before the error are updated from the new file. To read the error, see Understanding SFTP CSV File Import Errors.
If a customer_id does not match a customer, Kolleno skips that row, reports a synchronization issue and imports the other rows.