Journal Entry Import

Menu Path: General Ledger $Images\bluerarw.gif$ Journals $Images\bluerarw.gif$ Journal Entry Import

Purpose

Import general ledger journal entries from an external file.

Overview

Use Journal Entry Import to retrieve data from a spreadsheet file, or ASCII text file and map it to a journal entry. If you want to import data from another application, contact Apprise Support Team. Use Journal Entry Import to quickly enter journal entries without having to manually enter the entries in Journal Entry.

NOTE The maximum number of trailer records allowed per journal entry is 50,000.

For more information on importing journal entries, see Importing General Ledger Journal Entries - System Startup FAQ.

For import format information, see Journal Entry Import Format.

Importing Journal Entries

To import journal entries:

Select an import file format. If you select Excel, you will have to enter a starting row and starting column; otherwise, these fields are not displayed.
If your company uses consolidation ledgers, verify the ledger ID for which you want to import journal entries is entered in the Ledger ID field. If the ledger ID is used by multiple system IDs, verify the system ID for which you want to import journal entries is entered in the System ID field.
Select whether you want to validate and import valid data from a file, validate and import all data from a file if it is all valid, or only validate data in a file.
Verify the batch number in the Batch # field is the batch in which you want to import journal entries. You can use the buttons on the Batch tab in the ribbon to select, open, close, and edit batches.
Enter or select the journal entry import file.
Click the Print Options tab, and select output options for the import report.
Click the Import or Validate button in the ribbon to start the import and/or validation process. The Importing dialog box appears. The Status field displays the status of the import, including any error messages.

If the import file format is not correct, the import is not completed.

You can import from the following file types:

Excel (.xls, .xlsx, .xlsm, or .xlsb)

Note If you import from an Excel workbook that contains multiple worksheets, data is only imported from the first worksheet in the workbook.

text (.txt)

Note Unlike in other import programs, you can use a fixed-length for each field in a journal entry .txt import file or carets (^) as a delimiter.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Journal Entry Import window.
Import	Click this button to start the import process. This button is only available if you select the Import Valid Data (Skip Errors) or Import if all Data is Valid radio button.
Validate	Click this button to start the validation process. This button is only available if you select the Validate Only radio button.
Import Override Maintenance	Click this button to display Import Override Maintenance, which allows you to set the default processing and file type options for the import window.

Ribbon Batch Tab Buttons

Button	Description
Select	Click this button to display Select a New Batch, which allows you to select a previously created batch.
Open	Click this button to display Open a New Batch, which allows you to create a new batch.
Close	Click this button to display Close A Batch, which allows you to close a batch.
Edit	Click this button to display Edit A Batch, which allows you to edit an existing batch.

Main Tab Fields and Buttons

Field or Button	Description
Import from Option	Select one of the following file types from which to import: ASCII - Import from a text file with fixed lengths for each field. Excel - Import from an Excel file. Delimited - Import from a caret-delimited text file.
Starting Row	Enter the first row in the import file that contains data. This field is only available if you select the Excel radio button.
Ledger ID	Enter a ledger ID for the imported journal entries, or click the Lookup button to select a ledger ID. Note This field is only available if at least one consolidation ledger is set up.
Starting Column	Enter the first column in the import file that contains data. This field is only available if you select the Excel radio button.
System ID	Enter the system ID for the imported journal entries, or click the Lookup button to select a system ID. This field is only available if the selected ledger for the journal entry is used by multiple system ID's.
Processing Options	Select one of the following processing options: Import Valid Data (Skip Errors) - Verify the data in the selected file, and load any records that are valid into the database. Import if all Data is Valid - Verify the data in the selected file, and if all data is valid, load the data into the database. Validate Only - Verify the data in the selected file (without importing it).
Assume VAT Account Entries Taxable	Select this check box to mark journal entries that include line items for input VAT or output VAT accounts as VAT taxable. This check box is selected by default. Note If you select this check box, imported journal entries to VAT accounts appear in the VAT Inquiry.
Batch #	This field displays the batch number in which you are importing journal entries. You can use the batch number to group journal entries for later reporting or analysis. Use the buttons on the Batch tab in the ribbon to select, open, close, and edit batches.
File to Import	Enter the path and file name containing the data to be imported, or click the Lookup button to navigate to the file.
Status	This field displays the current status of the import in progress.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.