Journal Import

Use the Journal Import routine to import journal entry transactions from a Microsoft Excel spreadsheet into the specified Period of the general journal.  You can use this routine to import journal entries from third-party software or from a manually entered spreadsheet.  You can maintain a description, a reference and a journal posting date to help identify the imported entries.

Tip:  To see the timing for the import procedure, refer to the Daily Checklist in the General Ledger Runbook.

Directions:

To see directions for...

• Opening Journal Import, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Excel Journal Import.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [t] [Enter].

  Note:  You may be able to access the General Ledger menu while in another INVISION module.  To activate the General Ledger menu in another module, the G/L Application Control must be set up for the module during installation.

   

  Excel Journal Import Window Example:

  

   

• Choosing the selections at the prompt window, click More.

  Journal Import Prompts
  Spreadsheet File	Enter the path name of where the spreadsheet is located or, click Browse to browse for the file.
  	Click Refresh after the spreadsheet file is located and the spreadsheet displays in the Preview panel below.  This allows you to verify that this is the correct information to import.
  Start Row	Enter the number of the row where the import should begin reading the first line of data.
  Account Number Column	To specify the column that contains the GL account number, click a choice in the drop-down list.
  Use Sign to Determine Debit/Credit	To specify a sign to use to determine the debits and credits being imported, click to check Use Sign to Determine Debit/Credit box.   If the debits to be imported do not have a negative sign, leave this box unchecked. Note:  If Use Sign to Determine Debit/Credit is checked, the Amount Column field displays.
  Amount Column	To specify the column that contains the journal entry amounts, click a choice in the drop-down list. Note:  The Amount Column only displays if Use Sign to Determine Debit/Credit box is checked.
  Debit Column	To specify the column that contains the debit amounts, click a choice in the drop-down list.
  Credit Column	To specify the column that contains the credit amounts, click a choice in the drop-down list.
  Period	To specify the GL Journal period to import the journal entries to, click a choice in the drop-down list.
  Date	To accept the system date as the date to assign to the GL Journal entries, press [Tab]. Or, enter a date or click the Date Picker to choose a date.  (mmddyy, slashes not necessary)
  Description	To assign a description for the GL Journal entries, enter a description or select a column to assign as the Description.
  Reference	To assign a reference for the GL Journal entries, enter a reference or select a column to assign as the reference.
  Credits are signed (negative)	To indicate that the credit amounts being imported have a negative sign, click to check the Credits are Signed box.   To indicate that the credit amounts being imported do not have a negative sign, leave this box unchecked.
  Enable Color Coding	To display a selected column in a highlight color, click to check the Enable Color Coding box.  To omit color coding of columns, leave this box unchecked.
  	If the selections are correct and to import the data, click Update Journal.
  	To stop the import process and return to the Import window, click Cancel.
  Import Messages The following are messages that may display to alert you on the status of the Import:
  Process Complete	After clicking Update Journal and when the process is finished, the Import Complete window displays to alert you. To return to the Import window, click OK.
  Debits/Credits Not Balancing	If the debits and credits being imported do not balance the Import routine will not continue and the following message displays to alert you:
  Journal Entries Already Imported	If the journal entries have been imported already, the following message alerts you to prevent duplications.       To continue with the Import if you are sure the entries have not already been imported, click OK.   Otherwise, click Cancel to stop and check to see if the entries have been imported.