NEW TOOLBOX FUNCTION: TBF-004: Import G/L Journal Entries

Transcription

1 NEW TOOLBOX FUNCTION: Document Ref: TBF-004 Date: Oct 31, 2003, rev. Sep 16, 2004; May 2, 2005; Mar 9, 2009 Document Version: 0.4 Modules Affected: Earliest available version of COINS: Documentation Updated: General Ledger COINS Version 7 (software level 9.7c2.36) This document may contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on the COINS USA Client Center web site at Construction Industry Solutions Corp 6 Airport Park Blvd. Latham, NY Construction Industry Solutions Corp

2 CONTENTS 1 Background Preparing the Import File Accessing the Import G/L Transactions Function Importing the G/L Transactions Check the Entries Import the Entries Sample Import G/L Transactions Report Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 2 of 14

3 1 Background The Import G/L Transactions Toolbox function enables users to import G/L journal entries from an external spreadsheet, such as Microsoft Excel. This import functionality facilitates the exchange of data between different computer applications. NOTE This Toolbox program changes important information in your COINS database. You must have a current, verified backup before running the program. Contact COINS Support immediately if you suspect that this Toolbox program has not finished. Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 3 of 14

4 2 Preparing the Import File The Import G/L Transaction function is designed to import data from a comma separated values (.csv) file. This standard file type can be easily created from an Excel spreadsheet, using the Save As... command. Once the file has been created: Use your preferred method of FTP to place the.csv file in the directory from which you are running COINS. Make a note of the file name, since you need the name for the Import function s selection screen. (See Importing the G/L Transactions on page 9.) Check the file s permissions once it is on the server, if you run COINS under Unix or Linux. Use the chmod command if necessary to change the permissions to rw-rw-rw so that the data can be read and imported when you run the toolbox program. The spreadsheet must contain the data listed in Table 1: Layout for Journal Entry Data, in the order specified. Even if data is not entered for one of the optional fields, the column must be present in the spreadsheet. For example, if you don t use Profit Centers, the spreadsheet must still include a Profit Center column. Table 1: Layout for Journal Entry Data Variable Order # Field Description Data Type Field Size Notes 1 Reference Character XXXXXXXX (8 characters) Mandatory field May not include a reference code reserved in COINS (i.e., ALL, AP, AR, EQ, FA, JC, PO, PR, RM, or SM). 2 Transaction Date Date mm/dd/yyyy Mandatory field 3 Reversal Y/N Logical Y/N Mandatory field Values other than Y or N will be treated as N. 4 Company Integer 999 Mandatory field Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 4 of 14

5 Variable Order # Field Description Data Type Field Size Notes 5 Division Integer 999 Mandatory field 6 Profit Center Integer 999 Optional field may be blank. 7 Account Integer Mandatory field 8 Account Description Character XXXXXXXXXXXXX XXXXXXXXXXXXX XXXX (30 characters) Optional field may be blank. This field is not imported into COINS but it is permitted in the file for your own use. 9 Transaction Description Character XXXXXXXXXXXXX XXXXXXXXXXXXX XXXXXXXXXXXXX XXXXXXXXXXXXX XXXXXXXX Optional field may be blank. (60 character) 10 Debit Amount Decimal Mandatory field If importing single amounts, positive amounts are entered as debits and negative amounts are treated as credits. 11 Credit Amount Decimal Mandatory field if importing Debit/Credit columns rather than single amounts An example of a spreadsheet that is in the correct format appears in Figure 1: Sample Spreadsheet with Header Lines. Note that this example includes some deliberate errors for test purposes. Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 5 of 14

6 Figure 1: Sample Spreadsheet with Header Lines Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 6 of 14

7 3 Accessing the Import G/L Transactions Function Follow these steps to access the Import G/L Transactions function: 1. Select any module from the COINS Master Menu. 2. Select Report Menu from the module menu. 3. Select User-defined Reports from the Report Menu. Figure 2: User-defined Reports prompt User-defined Reports Enter Report Name: tbf004.p Enter tbf004.p at the Enter Report Name prompt. The Licensing Code prompt appears. Figure 3: Licensing Code Enter Licensing Code: XXXX-XXXX-XXXX Enter the authorized license code at the Enter Licensing Code prompt and press [Enter]. The code must be entered in upper and lower case characters, exactly as provided to you when you purchased the Toolbox program. NOTE The licensing code was provided to you when you acquired the Import G/L Transactions program from COINS. 6. A warning screen appears when the licensing code is correctly entered, as shown in Figure 4: Warning Message. It reminds you that you need to back up the database before running the Toolbox program. Enter Y to continue. Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 7 of 14

8 Figure 4: Warning Message 03/03/09 T O O L B O X Stage This program will import General Ledger journal entries. You must have a current, verified data backup before running it. Contact COINS Support immediately if you suspect that the program did not finish running. Do you wish to continue? Y Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 8 of 14

9 4 Importing the G/L Transactions After you enter the Toolbox program name and appropriate licensing code, the Import G/L Transactions selection screen displays, as shown in Figure 5. Figure 5: Import G/L Transactions Screen 03/03/09 T O O L B O X Stage Import G/L Transactions Check or Import (C/I): C Import File Name: ke_gltrans.csv Fiscal Date: 01/31/09 Journal Code* GJ Document ID: Debit/Credit columns or single amount column (D/S): D Number of header lines to skip in the import file: Check the Entries Before importing the journal entries, use the Check option to check the data that will be imported. Since an entry in the spreadsheet will not be imported if it has errors, you should identify and correct the errors before proceeding. The Check function produces a report (shown on page 13) that helps you do this. As it checks the data, the Toolbox program performs the same data validation that occurs during the entry of G/L journal entries, such as checking for a valid company/division/center/account combination, valid fiscal date, amount format, and whether General Journal Entries are allowed for each account. The Check function only reports one error per entry at a time, but there may be more than one problem with a single entry. Repeat the process of running the Check function and correcting the errors until no errors are reported. Field Definitions Check or Import To check the data, enter C at this prompt. Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 9 of 14

10 Import File Name Specify the name of the file that is to be imported. This file needs to be in comma separated values format and typically has the file extension.csv. If the system cannot find the file, e.g., if it was not placed in the same directory as the COINS programs, or if the file name was entered incorrectly, the following message will display: The Import File cannot be found. Fiscal Date Enter the ending date of the fiscal period to which this journal entry applies. This must be a valid, open fiscal period for the transaction s company as entered in the.csv file. Journal Code Enter a code from the G/L Journal File to use for all the entries that are being imported. There is a Lookup on the Journal Code field, so you may find and select a code from those that are file. Document ID This field is not used during the Check process. Debit/Credit columns or single amount column The import program supports two methods for entering journal entry debits and credits. Your response determines which method the import program uses for a specific file. D S Use this option if your spreadsheet contains separate debit and credit columns. Use this option if the spreadsheet contains a single amount column to hold both debit and credit information. When the data is imported, positive amounts are treated as Debits and negative amounts are treated as Credits. Number of header lines to skip in the import file The system will not import the lines at the beginning of the file according to the value you enter here. For example, if the spreadsheet has a title row, blank line, and column headers as shown in Figure 1Error! Reference source not found., you would enter 3 as the number of header lines to skip. 4.2 Import the Entries After you have checked the entries in the spreadsheet and corrected any errors, you may import the transactions to create unposted G/L journal entries. Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 10 of 14

11 To do this, use the same selection criteria when importing the data as when you checked the file, except as described below. See the field definitions that follow Figure 5: Import G/L Transactions Screen on page 9 for more information. Figure 6: Import G/L Transactions Screen 03/03/09 T O O L B O X Stage Import G/L Transactions Check or Import (C/I): C Import File Name: ke_gltrans.csv Fiscal Date: 01/31/09 Journal Code* GJ Document ID: Debit/Credit columns or single amount column (D/S): D Number of header lines to skip in the import file: 3 Printer* lj6 Style* lc Number of Copies: 1 Field Definitions (selected fields) Check or Import To import the data, enter I at this prompt. Document ID If your company uses a document imaging system, COINS uses Document IDs to associate document images with the resulting COINS transactions. In the case of importing G/L transactions, the source document is the spreadsheet and the Document ID is the unique identifier assigned to the scanned image of the spreadsheet by the imaging system. If you enter a Document ID on the Import selection screen, it will be used for each journal entry that is imported. After the transactions have been imported, you can review them using the Enter Journal Entries menu. The Show screen shown in Figure 7 illustrates the entries imported from the sample spreadsheet used for this documentation. Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 11 of 14

12 Figure 7: G/L Journal Entry Show Screen with imported transactions 10/31/03 G/L - Journal Entry QA M1 v97c2-stg Show FISCAL DATE: 10/31/03 REF JOUR TRANS CO DIV CTR ACCOUNT DEBIT AMOUNT CREDIT AMOUNT TESTIMP GJ , Debit Transaction description 60 characters TESTIMP GJ , Credit Transaction description 60 characters TESTIMP GJ Transaction 3 TESTIMP GJ Transaction 4 TESTIMP GJ Transaction 5 TESTIMP GJ Transaction 6 TOTAL DEBITS 1, CREDITS 1, BALANCE 0.00 Finished... Press space bar to continue NOTE: If the report shows that there are no errors in the file, yet no data is imported, there may be a problem with permissions on the file. The file needs read write permissions, not read only. See Preparing the Import File, beginning on page 4. Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 12 of 14

13 5 Sample Import G/L Transactions Report The following sample report illustrates how error messages appear when you run the Check function. A similar report, but error free, is produced when the errors have all been corrected and the data successfully imported. RUN DATE 03/10/09 08:14:44 COINS GENERAL LEDGER MODULE PAGE 1 QA Stage IMPORT G/L TRANSACTIONS REPORT REPORT NAME: tbf004 REPORT ONLY FISCAL TRANS DEBIT CREDIT REFERENCE DATE DATE REV CO DIV CTR ACCT DESCRIPTION AMOUNT AMOUNT AP 01/31/09 1/31/2009 N Debit transaction description 1, *** Reserved Reference AP *** TESTIMP 01/31/09 1/31/2009 N Credit transaction description , TESTIMP 01/31/09 1/31/2009 N Transaction *** Account 1131 is closed to entry *** TESTIMP 01/31/09 103/1/2009 N Transaction *** Transaction Date 103/1/2009 is incorrect. *** TESTIMP 01/31/09 1/31/2009 N Transaction TESTIMP 01/31/09 1/31/2009 N Transaction *** Invalid Co/Div/Ctr/Account (1/101/0/1108) *** Construction Industry Solutions, Oct 31, 2003, rev. Sep 16, 2004, Page 13 of 14

14 RUN DATE 03/10/09 08:14:44 COINS GENERAL LEDGER MODULE PAGE 2 QA Stage IMPORT G/L TRANSACTIONS REPORT REPORT NAME: tbf004 REPORT ONLY FISCAL DATE 01/31/09 CO DIV CTR ACCOUNT DESCRIPTION DEBITS CREDITS NET RESERVED OTHER PREPAID SUMMARY FOR COMPANY SUMMARY FOR FISCAL DATE ============ ============ ============ REPORT SUMMARY *** 4 ERRORS ENCOUNTERED *** Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 14 of 14