Journal Import. The file must be formatted according to the table below and saved as a CSV file. Notes A Account Number Text Left Justified.

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1 Journal Import Overview General Ledger Journal Entries can be imported from a CSV file to create batches in Data Plus. The file must follow the below specified layout any data that does not conform to the layout below will not be included when the batch is created. I. File Set Up The file must be formatted according to the table below and saved as a CSV file. Format Table Column Cell Field Letter Format Notes A Account Number Text Left Justified B Amount Numeric Right Justified Amount with decimal and sign Ex: C Reference General Any user or PMS reference code max. 6 alphanumeric characters D Description General Transaction Description No Commas max. 30 characters E Date Date Transaction Date. Format based on standard format of dates Most commonly MM/DD/YY or M/DD/YYYY F Post Month General Calendar Month of Posting G Post Year General Calendar Year of Posting H Journal Code General User Defined Code max. 6 alpha-numeric characters I User ID General User ID 3 characters, if no entry in the file, the User ID logged in during the import process is set J Units General Units or Statistical counts K Property ID General Multi-property installations only L Auto Reverse General Y or Yes sets the entry to auto reverse upon month close. Will post to the first day of the next month. Default value is No. M Comments General Comments or an additional line description to print in the General Ledger Report. Page 1 of 7

2 The information must be in this exact format. Any columns that have no data must be left blank so the other columns in the file do not shift and cause data to be imported as the wrong column. Do not remove any columns. Microsoft Excel or another third-party spreadsheet program can be used to create the file. When saving the file, select Save As and select file type CSV. For assistance creating a blank template, please call Data Plus Support to receive a sample file. Page 2 of 7

3 I. Running the Journal Import There are multiple places in General Ledger where the Journal Import function can be utilized: 1.) Transactions>Journal Entry>Journal Entry: 2.) Transactions>Rapid Journal Entry: 3.) Interfaces>Journal Import: Each of these options brings the user (either directly or non-directly) to the same screen: Page 3 of 7

4 Revenue Date: Not needed for a journal entry since there may be multiple dates in the file. Property ID (Multi-property databases only) Enter/Select a Property ID. If the import file contains transactions for multiple properties, leave this field blank. Any transactions outside of the selected property will not be imported. Interface: This will always default to DGJI Data Plus Standard GL Journal Import Batch ID: Will be assigned by the system when a batch is created. Post Month/Year Enter the calendar Month and Year to which this batch should post; the default is the current calendar period for the General Ledger application. Import File: Enter the directory path and name of the file to import; click the folder to the right to browse to the file. Click Import Data in the top ribbon to start the import. Page 4 of 7

5 The imported data will display in the Import Data grid. This is a read-only grid. No changes can be made to the displayed information. Any lines that will not be imported will not show a check mark in the OK column. Any import errors will display at the bottom of the screen in Import Data Validation. The transaction/line number and the error will display. These errors must be corrected on the file, and then the file must be reimported. Example: This import contains an error on line 4. The GL account does not exist in the chart of accounts. This will not prevent the batch from being created, and the line will be imported, as evidenced by the check mark in the OK column, but the batch will not be able to be posted until this is corrected. Page 5 of 7

6 Once any errors are corrected and the file is reimported, the Import Data Validation will hide. Click Create Batch to generate a journal entry batch and batch ID. Page 6 of 7

7 The new batch will display on the right-hand side of the screen. Any errors in the batch will be displayed at the bottom in the Validation window. To view the batch more completely or to make any additional changes, use the Journal Entry or Rapid Journal Entry screens. The batch will behave like any other batch. Edit List: To view the edit list, click here. The edit list can be run as a Formatted report or Analysis (grid) form. View Source: To view the upload file, click here. This will display the file that was used to create the batch. Display Batches: To view other batches for this property, click here. Once the import is complete, the batch can be viewed and posted in Journal Entry>Journal Entry Post. The entry can also be posted from either the Journal Entry or Rapid Journal Entry screens. If there are any further inquiries please refer to our website or contact the Data Plus Support department. Website Data Plus Support Ext 3 support@dphs.com Page 7 of 7