General Ledger > Manage >

Unposted Journals > Import Journals

 

         

 

 

Overview

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.

 

This Help page contains the following sections:

Import From Excel

Import from GLTRN2000.txt File

 

 

Import from Excel 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.

 

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

Note

RegionNumber

SuperFundNumber

FundNumber

LocationNumber

CostCenterNumber

DepartmentNumber

AccountNumber

AccountSub

DetailDate

DetailDescription

Amount

Project

 

Each field you decide to use must be its own column as in the screen shot below:

 

 

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.

 

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:

 

Field Number

Field Name

Field Length

Field Format

1

Unused

5

Numeric - should be all zeros

2

Co #

4

Numeric with left padded zeros

 

Fund #

5

All zeros if you do not use funds

 

Accounting Period

2

Numeric with left padded zeros

 

Journal Type

2

Alpha-Numeric

 

Journal #

5

Numeric

3

Unused

3

Should always be "000"

4

Date

6

(mmddyy) with left padded zeros

5

Description 1

50

Alpha-Numeric

6

Description 2

30

Alpha-Numeric

7

Department #

3

All zeros if you do not use departments

 

Account #

9

Left padded with zeros to make it 9 digits

8

Amount

11

(155 = $1.55) positive value for Debit negative for Credit

9

Project

50

Alpha-Numeric

 

Here is an example screenshot of a GLTRN2000.txt file:

 

 

 

Compiled on 1/24/2018 8:42:27 AM