How to Export Summary Trial Balance Data from Great Plains to NetSuite

Migrating financial data from Microsoft Dynamics Great Plains (GP) to Oracle NetSuite is a critical step in any ERP implementation. The summary trial balance which captures net account changes for historical periods, serves as the foundation for accurate opening balances and year-over-year reporting in NetSuite. 

This guide walks through the complete process of exporting summary trial balance data from GP, preparing it for NetSuite, and importing it as journal entries. Proper execution ensures your NetSuite financials reflect historical accuracy from day one, supporting audits, consolidations, and management reporting. 

Note: This process assumes you have administrator access in both systems and master records (accounts, departments, classes, locations, subsidiaries) already created in NetSuite.  

Why Export Summary Trial Balance Data? 

Importing historical trial balance data is non-negotiable for most NetSuite implementations. Here’s why: 

• Accurate Opening Balances: Ensures NetSuite’s starting ledger matches GP’s audited history. 

• Historical Reporting: Enables year-over-year financial statements and trend analysis in NetSuite. 

• Audit Trail: Provides a complete record of financial activity, supporting compliance requirements. 

• Decision-Making: Leadership gains visibility into past performance without manual reconciliations. 

Without this step, you risk data gaps, reconciliation headaches, and unreliable reporting. 

Prerequisites Before Exporting 

Before starting, confirm these requirements: 

1. Permissions: Work with your IT admin to enable SmartList access and Account Summary views in Great Plains. 

2. Historical Scope: Decide your data range. If not loading from inception (e.g., the company started in 2010 but loading from 2020), prepare an opening balance sheet for the prior period (12/31/2019). 

3. NetSuite Master Data: Create all GL accounts, subsidiaries, departments, classes, locations, and historical posting periods in NetSuite. 

4. Tools Ready: Have Excel for data transformation and a NetSuite journal entry import template. 

Pro Tip: Use a segment mapping file to align GP accounts with NetSuite’s chart of accounts structure, including segments like department, class, and location. 

Step 1: Export Summary Trial Balance from Great Plains 

Great Plains’ SmartList is the fastest way to pull summary trial balance data. Follow these steps: 

1. Open SmartList: Launch Great Plains and navigate to the SmartList window. 

2. Select Account Summary: In the left panel, choose Financial → Account Summary → All. 

3. Set Filters: Click Search in the top ribbon, then add a Year filter for your desired periods. 

4. Adjust Record Limits: Set Maximum Records to 100,000 (or higher if needed) to capture all data. 

5. Export to Excel: Click OK, then export the results directly to Excel. 

The exported data shows net change amounts for each period (debits minus credits). This format works perfectly for journal entry imports in NetSuite. 

Important: Net change data requires an opening balance sheet if you’re not loading every historical period from inception. 

Step 2: Prepare the NetSuite Journal Entry Import Template 

Transform your GP Excel export into NetSuite’s journal entry format. Key preparation steps: 

1. Map Account Segments: Replace GP account codes with NetSuite equivalents using VLOOKUP or XLOOKUP. Map full segments: GL Account + Department + Class + Location + Subsidiary. 

2. Align Dates and Periods: Convert GP periods to NetSuite’s posting period dates. Use formulas to populate TranDate and Posting Period fields accurately. 

3. Add Required Fields: Complete these NetSuite columns: 

• Subsidiary 

• Currency and Exchange Rate 

• Memo (descriptive text like "GP Historical TB 01/2020") 

• Entity (use import-only entities for AP/AR lines) 

4. Balance Debits and Credits: Ensure total debits equal total credits per journal entry. NetSuite rejects unbalanced imports. 

5. Validate Data: Check for duplicates, missing mappings, or invalid segment combinations using Excel’s conditional formatting. 

Download NetSuite’s official Journal Entry CSV Import Template from Setup → Import/Export → CSV Imports. 

Pro Tip: Create separate files for each historical period or subsidiary to simplify validation and reduce import errors. 

Step 3: Import Journal Entries into NetSuite 

With your template ready, import the data: 

1. Navigate to Import: Go to Transactions → Financial → Enter Journal Entries → Import CSV File. 

2. Upload File: Select your prepared CSV and map fields to NetSuite columns. 

3. Advanced Options: 

• Set Posting Period to historical dates. 

• Enable Auto-Numbering for journals. 

• Choose Do Not Override Existing Transactions. 

4. Run Import: Preview mappings, then execute. NetSuite processes in batches and emails results. 

5. Validate Results: Run trial balance reports in NetSuite (Reports → Financial → Trial Balance) and reconcile against GP exports. 

Repeat for each period until your historical ledger is complete. 

Common Challenges and Solutions 

Even with preparation, issues arise. Here’s how to handle them: 

Best Practices for Success 

• Test with Sample Data: Import one period first to validate mappings and processes. 

• Involve Finance Early: Accountants must review and sign off on mapped trial balances. 

• Document Everything: Maintain audit trails of GP exports, mappings, and NetSuite imports. 

• Plan for Multi-Entity: Use NetSuite OneWorld for subsidiaries; map GP companies to correct subsidiaries. 

• Backup Before Import: Create a NetSuite sandbox copy for testing. 

When to Get Professional Help 

Data migration is one of the riskiest parts of ERP implementations. If your organization has: 

• Multiple years of history. 

• Complex segment structures. 

• Multi-subsidiary consolidations. 

• Strict audit requirements. 

Consider partnering with NetSuite specialists like Versich. Our team has migrated thousands of trial balances from GP, Dynamics 365, QuickBooks, and other legacy systems to NetSuite, ensuring accuracy and minimal disruption. 

Conclusion 

Exporting data from Great Plains to NetSuite can be complex, but it is a critical step in achieving a smooth and successful NetSuite implementation. Accurate data migration, especially summary trial balance data, lays the foundation for reliable financial reporting and long-term operational efficiency in your new ERP. 

Versich brings deep experience in managing Great Plains to NetSuite data migrations, from structured exports and careful data preparation to thorough validation. Our finance-led approach ensures your historical data is clean, accurate, and ready to support both day-one reporting and future growth. 

If you are planning a migration or looking to accelerate your NetSuite implementation, contact us for more information today!