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On this tab the following fields can be viewed:

 

Import Data

 

hmtoggle_plus1Apply

The user must have a security profile linked to the function External Journals with an access allowed of Add.

 

Once the source file has been selected, click the "Apply" button. It will validate all the records in the source file and if any errors occur, will show them in the unsuccessful records written to field.  Once the errors are corrected press the "Apply" button.

 

It will check all the records again.  If there are no errors, it will automatically go to the RESUME button and will start processing the records one by one.

 

For each record inserted in the Journal table, a record will be inserted in the Journal XREF table.  These records will have corresponding time stamp and source fields. This Journal XREF table is used on the Account Budget Actuals function to aid in the "drill down" on external journal entries .

 

Related Topic: Journal Source , Node Check

hmtoggle_plus1Browse

By clicking the  button, you can select the source file you would like to process from the common dialog box displayed.

hmtoggle_plus1Cancel

When the "Cancel" button is clicked, the processing of the selected batch is cancelled.

hmtoggle_plus1Change

hmtoggle_plus1Create Interdivisonal Journals

When checked will create Journals within Divisions to enable a balanced total.

hmtoggle_plus1Delimiter

It is populated with all valid delimiters from the Column Values table.

 

If the selected file is not an Excel file, a valid delimiter must be selected.

hmtoggle_plus1Import File

hmtoggle_plus1Records in File

This is a read only field that displays the number of records in the previously read source file.

hmtoggle_plus1Resume

This function allows you to resume with the next batch or selected batches, if errors were encountered during the insert.

 

To perform this function, the user must have a security profile linked to the screen External Journals with an access allowed of Add.

hmtoggle_plus1Source File

This is a mandatory field and by clicking on the find button a common dialog box appears.  This allows you to select the file that you would like to process.   External Journals allow you to import three basic file types, I.E. Excel files, comma delimited files, and text files.  In the case of comma delimited or text files, the delimiter must be specified in the Delimiter combo box.

 

After a file has been selected, a message appears saying that you can right click on the find button.  The "View" button allows you to view the selected source file.  

 

The fields must be entered in the sequence of the fields below. , i.e. see the following Comma Delimited example:

1100083 B, , , , , , 2001-03, 1888, EE

1100089 B, , , , , , 2001-03, -1888, EE

 

NOTE: The Source File may not have column headings.

 

Account

It is not mandatory if the account code and cost centre or division code is provided.  It is validated from the Account table where it has a status of Active (A).  If the account is provided, the account code, cost centre and division code will be ignored.

 

The account's account code setting "External Journals" must be yes (1). When Excel is used, this column must be formatted as a text field.

 

Account Code

It is not mandatory if the account is provided.  It is validated from the Accounts Codes table.  If the account is provided the account code will be ignored.

 

The account code setting "External Journals" must be yes (1). When Excel is used, this column must be formatted as a text field.

 

Cost Centre

It is not mandatory if the account is provided. It is validated from the Cost Center table. If the account is provided the cost centre will be ignored. When Excel is used, this column must be formatted as a text field.

 

Division Code

It is not mandatory if the account is provided. It is validated from the Division table. If the account code and cost centre is provided the division code will be ignored. When Excel is used, this column must be formatted as a text field.

 

Node

A node can be specified instead of a account or a account code and a division or cost center. The Node must be either released or in process and the resource must exist. If a node is specified a resource must also be specified.

 

Resource

A resource (Material) must be specified if a Node is specified.

 

Financial Period

It is mandatory and is validated from the Company Calendar table.  Journals must balance within a specific financial period.

 

Amount

It is mandatory and the thousands separator (,) must be removed otherwise it is interpreted as the next field.  When Excel is used, this column must be formatted as a numeric field.

 

Source

It is mandatory and (at least two characters) is validated from the Journal Source table.  The following source types cannot be entered as they are fixed types used in the system:

 

Debtors (D), Creditors (C), Hand Journal (H), Debtor Settlement Journal (L), Movement (M), Node Timesheet (N), Correction (O), Reverse Hand Journal (R), Cash Management (S), Part Revaluation (U), Node Provision (V), Year End Journal (Y), Assets (A).

 

Description 1, 2, 3 and 4

Are not mandatory and not validated.  The length must have a maximum of 255 characters.

hmtoggle_plus1Validate

 

Errors

 

hmtoggle_plus1Unsuccesful List

It displays the line, error description and value of all unsuccessful records written to in the selected file.