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ERP overview & trial balance import

CloseCore reads your chart of accounts, balances, and transactions from your ERP so it can tie out reconciliations, power reporting, and link journal entries. This page explains your options; each supported ERP has its own setup guide.

Supported ERPs​

CloseCore connects to many ERPs, including:

Some connections are self-service (OAuth sign-in); others are guided (a one-time setup CloseCore walks you through). You can connect multiple ERPs to one CloseCore instance. Manage connections on Admin → ERP.

Trial balance import (for ERPs without a direct connection)​

If your ERP isn't directly supported, or you'd rather not connect it live yet, you can upload a trial balance to CloseCore as an Excel or CSV file. CloseCore uses the uploaded balances to drive reconciliations and reporting, so you get most of the platform's value without a live integration.

Each subsidiary has its own Trial Balance Upload connection. CloseCore reads each period's trial balance from a Trial Balance folder inside that period's folder, under the subsidiary's Root Folder.

Teams commonly:

  • export the trial balance from their ERP and save it to the period's Trial Balance folder, or
  • set up a script that saves the export to that folder.

This is also a convenient way to start a trial or phased rollout. Begin with a trial balance, then move to a deeper live integration later.

Setting up subsidiaries with trial balances​

  1. On 1. Connect to an ERP, choose Trial Balance Upload.
  2. On 2. Create Subsidiaries, enter each subsidiary's name and Currency. Click Add another subsidiary to add more, then click Create.
  3. Connect your cloud storage and choose each subsidiary's Root Folder.
  4. On 5. Connect trial balances, click Connect trial balance for each subsidiary and follow the steps in Connecting a trial balance.
  5. Click Continue. You can also continue without connecting and come back later.

To add a subsidiary with a trial balance after setup, go to Admin → Integrations, click Add ERP connection, choose Trial Balance Upload, then choose the subsidiary. If it doesn't exist yet, click New subsidiary. You can also connect from Admin → Subsidiaries by opening the subsidiary's ERP settings and choosing Trial Balance Upload.

Connecting a trial balance​

A subsidiary needs a Root Folder before you can connect its trial balance. You need ERP → Connect, ERP → Configure mappings, and Manage documents permissions, because connecting saves the samples to storage. The built-in System Admin role does not include Manage documents, so use Admin or a custom role.

  1. Upload an Excel or CSV trial balance, up to 1 MB, and check the detected columns and preview. Account number and balance amount are required. You can adjust the columns and starting row if needed. Repeated account balances are added together.
  2. Choose the period the sample belongs to and the subsidiary's currency, if prompted.
  3. Choose whether to read account names from the trial balance or a separate chart of accounts. A separate file needs account numbers and names that match the trial balance. Check its preview.
  4. Click Connect. CloseCore saves the samples in the subsidiary's cloud storage folders and shows whether the accounts and balances loaded.

CloseCore creates a Trial Balance folder inside recent period folders and a Chart of Accounts folder directly under the Root Folder. Keep the chart of accounts file updated when accounts change. Accounts missing from that file are marked inactive.

Advanced settings let you change the folder names and file detection rules during setup. For subsidiaries sharing a Root Folder, use file names that identify the subsidiary so each connection reads its own files.

Each period​

Save the period's trial balance export in that period's Trial Balance folder. CloseCore checks the current and previous periods for new files every hour. To read a file right away, or for an older period, open that period's Trial Balance folder under Folders and click Refresh.

Changing how trial balances are read​

Use Manage configuration on Admin → Integrations (or Edit mapping on Admin → Subsidiaries) when your export format changes. Upload samples, check the previews, and adjust the column mapping or file detection rules. You can also save the samples to storage; for a trial balance, choose its period. Folder paths cannot be changed after connecting. Changing the configuration needs the same permissions as connecting.

Check that existing COA and TB files match the saved configuration before refreshing, including files for earlier periods. Saving a sample can replace a file with the same name. For routine balance updates, upload the export to its period's Trial Balance folder and click Refresh.

If you see Configuration saved, but a sample wasn't saved, add the missing sample to its storage folder, then refresh. You do not need to save the configuration again.

Replacing the Root Folder for Trial Balance Upload​

Unlinking the subsidiary's Root Folder also disconnects its dedicated Trial Balance Upload connection. Accounts, balances and saved report templates remain in CloseCore. A connection referenced by another subsidiary cannot be disconnected through this action.

After selecting the replacement root, use Connect trial balance to create its connection. The subsidiary retains its identity and accounting data. Saved report templates tied to the archived connection do not transfer to the replacement connection.

Getting connected​

You'll receive the right integration guide for your ERP during onboarding. If you're not sure which path fits, contact your account manager or support@closecore.com.