Journal Entry Import

Journal entries can be imported from an Excel file or a TAB Delimited Text File directly into the Journal Entry screen.

Set up the import file

Create a file for import.

·      The file format is either excel (*.xls) or tab delimited text (*.txt)

·      Columns must be set up in the following order

o  Date

o  Reference

o  GL Account

o  Subaccount

o  Department

o  Description

o  DebitAmt

o  CreditAmt

·      Date, Reference, GL Account, Department, and Description are required.

·      Date must be in valid date format.

·      Department and Subaccount must be formatted as text for excel files and entered in full.  If the code is 01, 1 will not be valid.  01 must be entered.

·      A Subaccount is required for GL Accounts that have active subaccounts assigned.

·      All entries in an import file must have the same Date and Reference.  Date is used to determine the G/L fiscal period for posting.  Any variation of date or reference will automatically be modified to match the first row.

·      DebitAmt and CreditAmt are mutually exclusive.  Each row can only have one or the other specified.

Import

Follow the following step to import your import file.

  1. Open the Journal Entry screen.
  2. Right click and from the popup menu, select ‘Import From File’.

Note: If you have any current entries that have not been posted, you must post them (Post) or delete them (Delete All) before importing.

  1. Select the appropriate file type *.xls or *.txt.
  2. Select the file to import from the File Open Dialog. The file will not import unless it is properly formatted.
  3. If the file format appears to be correct, the import process will begin.  Data will be validated as it is imported. 
  4. Once import is complete, any warning will be displayed indicating if any data was modified during the import, or if any rows could not be imported and why. 

For example, the date and reference text must be the same for each row.  If the data or reference is different for any row, it will be modified to match the first row.

Rows may not be imported if, for instance, they contain an invalid G/L account.

  1. If you receive errors and/or warnings and want to start over and re-import,
    1. Select Delete All to removed the imported entries
    2. Make the necessary adjustments to your import file
    3. Select Import Journal Entries again

8.       If necessary, imported entries may be modified in the journal entry screen before posting

  1. When imported journal entries are correct, select Post to permanently post and apply the imported transactions.