Workflow: Ingesting Accounting Data into Horizon Finance

This article outlines the workflow steps for uploading accounting data. It assumes you are already familiar with the method assigned to your organisation (e.g. API vs. CSV upload). If not, please refer to the concept article: [Understanding Upload Methods].

This process enables you to generate the Income Statement (Actual), Balance Sheet (Actual), and Indirect Cash Flow Statement for each entity.

🔍 Step 1: Navigate to the Import Section

1. Go to the Organisation / Fund level.

2. Click on Accounting.

3. Select Import Data.

🧾 Step 2: Set Data Type and Period

1. In the Data Type filter, select Accounting.

2. Choose the Month End period you wish to upload data for.

3. Click Generate.

The page will refresh and display all entities currently in Incomplete Data status for the selected period.
You will also see the Latest Approved Period for each entity — this should generally be the prior month.

⚠️ Reminder: Ensure all prior periods are in Approved Status before uploading new data.

🔄 Step 3: Import the Data

For API Users:

1. Select the entities you wish to upload for.

2. Click the Select Action button.

3. Choose Import.

For CSV Upload Users:

1. Click the hamburger menu beside the relevant entity.

2. Select Import Data.

3. Use the drag-and-drop box to upload your file.

4. Click Import.

📌 CSV users: Ensure your file is correctly formatted according to the [CSV Import Guidelines in the User Manual].

🚦 Step 4: Monitor Import Status

After import, the system will change the entity status to Import in Progress. It will then do one of two things:

1. ✅ Progress to "Awaiting Checks"

This means the system has accepted the data and will now perform completeness checks.

2. ❌ Revert to "Incomplete Data"

This indicates there were errors in your file.
You will see a list of error messages — fix these and re-upload the data.

💡 Quick reference: [Common Error Messages & Fixes]

🧪 Step 5: System Checks

Once the data is in Awaiting Checks, three validations are run:

Check Type	Description
Balance Sheet	Ensures the uploaded Balance Sheet balances. Must pass to proceed.
Indirect Cash Flow	Verifies calculated cash movement equals closing cash balance. Optional, but recommended to investigate discrepancies.
Total Equity	A manual review that compares total equity to the source system. Investigate differences, especially if prior period postings occurred.

🔗 See: [Help Article – What to Do If Total Equity Doesn’t Match]

✔️ Step 6: Confirm Checks

Once satisfied with the system checks:

• To confirm for a single entity, use the hamburger menu next to it and select Confirm Checks.

• To bulk confirm, select multiple entities, click Select Action, and choose Confirm Checks.

Entities will now move to Awaiting Approval.

📈 Step 7: Review Statements & Final Approval

Now that the data is confirmed:

• Review the Income Statement, Balance Sheet, and Indirect Cash Flow for accuracy.

• If required, you can add commentary to the statements.

• Once satisfied, and if approval is required by the entity owner, move the entity to Approved Status.

✅ You're Done

Your data is now uploaded, validated, and approved — ready for reporting.