Unposted Journals > Import Journals
Unposted Journals - Import Journals allows you to import journal entries from a file. This data file must be in a certain format for the journal import to work correctly. You can either import directly from a Microsoft® Excel file or from a GLTRN2000.txt file. If journal or detail line descriptions are not specified in the import, the program uses 'Imported Journal' as the description.
NOTE: This option can also be accessed from Utilities > Import Journals.
This Section Includes:
ØImport from GLTRN2000.txt File
Save the entries into an Excel file (.xls or .xlsx) in the format below. Click the Choose File button and select the file. Click the Import button to begin the import process or click the Cancel link to return to the Unposted Journals page.
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You can only import journals into the currently selected company. Change the Current Financial Settings (More Information) if you want to import journals into a different company.
If you are using the CompanyNumber field and its value does not match the currently selected company, nothing is imported. |
The following fields are available for importing into General Ledger:
•CompanyNumber
•Period: You must use the number of the period, not the period name (e.g., 1 instead of January).
•Date
•JournalCode
•JournalNumber: The journal number should be unique for each group of detail lines that you would like to import. For example, if rows 1-10 are for one journal entry and rows 11-20 are for a second journal entry, you can specify journal number 1 for for rows 1-10 and journal number 2 for rows 11-20. When the journal is imported, each group of detail rows will be grouped together and assigned the next available journal number. This eliminates the possibility of importing duplicate journal numbers that have already been assigned in the General Ledger.
•JournalDescription: (limited to 50 characters, including spaces and punctuation)
•Note
•RegionNumber
•SuperFundNumber
•FundNumber
•LocationNumber
•CostCenterNumber
•DepartmentNumber
•AccountNumber
•AccountSub
•DetailDate
•DetailDescription: (limited to 60 characters, including spaces and punctuation)
•Amount
•Project: (do not use 0 unless you have a Project Number 0; leave this field empty for no Project)
Each field you decide to use must be its own column as in the screen shot below:
(1).png)
The only Required Fields are AccountNumber and Amount along with all of the fields you are using as a part of your account structure (e.g., FundNumber, DepartmentNumber). In the Amount field enter all numbers as positive for debit and negative (-) for credit regardless of account type.
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If you do not want to use an optional field do not create a column for it within your Excel file. |
Import from GLTRN2000.txt File
Save the entries into a quote and comma delimited text file - 9 fields per record. Name this file GLTRN2000.txt. Click the Browse button and select the file. Click the Import button to begin the import process or click the Cancel link to return to the Unposted Journals page.
Refer to the following table for the layout of the GLTRN2000.txt file:
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Field Number |
Field Name |
Field Length |
Field Format |
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1 |
Unused |
5 |
Numeric - should be all zeros |
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2 |
Co # |
4 |
Numeric with left padded zeros |
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Fund # |
5 |
All zeros if you do not use funds |
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Accounting Period |
2 |
Numeric with left padded zeros |
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Journal Type |
2 |
Alpha-Numeric |
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Journal # |
5 |
Numeric |
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3 |
Unused |
3 |
Should always be "000" |
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4 |
Date |
6 |
(mmddyy) with left padded zeros |
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5 |
Description 1 |
50 |
Alpha-Numeric |
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6 |
Description 2 |
30 |
Alpha-Numeric |
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7 |
Department # |
3 |
All zeros if you do not use departments |
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Account # |
9 |
Left padded with zeros to make it 9 digits |
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8 |
Amount |
11 |
(155 = $1.55) positive value for Debit negative for Credit |
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9 |
Project |
50 |
Alpha-Numeric |
Here is an example screenshot of a GLTRN2000.txt file:
(1).png)