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How to Format & Import House Accounts

Learn how to quickly set up multiple house accounts at once using Vori's self-service import tool.

Manually creating house accounts one by one takes time away from your floor. By using a CSV file, you can upload your entire list of account holders in seconds, ensuring your ledger stays accurate and your shoppers can start charging to their accounts immediately.

 Table of Contents


Before You Begin

Before uploading, make sure your file meets these standards. This keeps your import smooth and error-free.

  • File Format: Must be saved as a .CSV. 


Prepare Your Import File

To ensure a successful import, your CSV file must be formatted correctly with specific required information.

Field Name Requirement Notes
Account Number

Required

 

 

A unique ID for the account that is legible and shopper-facing. This must be unique across your entire banner.

 

 
Name

Required

 

 

The name of the account holder (e.g., "ACME, Inc."). For businesses, use a format like: "Company Name, C/O Individual Name".

 

 
Balance

Optional

 

 

The current amount on the account. If left blank, it defaults to $0.00.

 

 
Status

Optional

Set the account state. Options include: Active, Suspended, or Deactivated.
Phone Number 

Optional 

The primary contact number for the account holder.
Email Address 

Optional 

The contact email for sending statements.

Formatting Your Balances

When importing balances, pay close attention to the positive and negative signs to ensure your ledger is accurate from day one:

  • Negative (-): Indicates the shopper owes the store money (e.g., -100.00).
  • Positive (+): Indicates the store owes the shopper money or credit (e.g., 50.00).
  • Zero/Blank: The account will start with a $0.00 balance.

💡Tip: Open the House Account Import Template in Google Sheets, select File > Make a copy, and enter your data there to ensure the headers stay perfect.

Screenshot 2026-03-18 at 2.54.02 PM


Upload and Map Your Data

Once your file is ready, you can upload it directly into the House Accounts section.

  1. Navigate to the House Accounts section under Point of Sale in New Back Office.

  2. Click Import in the top right corner.

    Screenshot 2026-03-18 at 2.59.47 PM

  3. Drag and drop your CSV file into the upload area, or click Select File to browse your computer, then click Upload.

    Screenshot 2026-03-18 at 3.05.22 PM

  4. Map your columns: Vori will attempt to auto-match your file headers to the required fields.
  5. Confirm that Account Number, Name, and Balance are correctly mapped to the appropriate columns in your file.

    Screenshot 2026-03-18 at 3.27.02 PM

  6. Click Next to proceed to the review screen.


Review and Commit Changes

The review step helps you catch mistakes before they impact your books.

  1. Review Linked Data: Vori performs a "soft validation" to check for errors.

    • In Import: These rows are valid and ready for successful upload.

    • Invalid: These rows contain errors (such as missing names or duplicate numbers) and will not be imported.

  2. Review any imported balances. When you import a balance, Vori automatically creates a transaction associated with your user profile to keep your accounting transparent.

    Screenshot 2026-03-18 at 3.34.10 PM

  3. Click Commit to finish the import and create the accounts.


Troubleshooting

Why is my row marked as "Invalid"?

  • Missing Name: Every account requires a name. If a row is missing this field, Vori cannot "guess" and will skip that row.

  • Duplicate Account Number: Account numbers must be unique across your banner. If the number already exists in Vori, the system will prevent the duplicate from being created.

My balances look incorrect after import.

  • Double-check the negative/positive signs in your original CSV file.

    • Remember: A negative sign means the shopper owes the store. If an error occurs, you can make manual adjustments later, but it is best to get the entries right during the initial import.