tbf-004: import g/l journal entries - coins global · coins enhancement: tbf-004: import g/l...

©2009 Construction Industry Solutions Corp

NEW TOOLBOX FUNCTION:

TBF-004: Import G/L Journal Entries

Document Ref: TBF-004

Date: Oct 31, 2003, rev. Sep 16, 2004; May 2, 2005; Mar 9, 2009

Document Version: 0.4

Modules Affected: General Ledger

Earliest available version of COINS: COINS Version 7 (software level 9.7c2.36)

Documentation Updated: 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 http://support.coins-

global.com/usa/releases/cedocs.php

Construction Industry Solutions Corp

6 Airport Park Blvd.

Latham, NY 12110

http://support.coins-global.com/usa/releases/cedocs.php

http://support.coins-global.com/usa/releases/cedocs.php

COINS Enhancement:


Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, of 14

May 2, 2005, Mar 9, 2009

CONTENTS

1 Background ..................................................................................................................... 3

2 Preparing the Import File ................................................................................................. 4

3 Accessing the Import G/L Transactions Function .............................................................. 7

4 Importing the G/L Transactions ....................................................................................... 9

4.1 Check the Entries ....................................................................................................................... 9

4.2 Import the Entries ................................................................................................................... 10

5 Sample Import G/L Transactions Report ........................................................................ 13

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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.

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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

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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 9999999 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

(60 character)

Optional field – may be blank.

10 Debit Amount Decimal 99999999999.99 Mandatory field

If importing single amounts,

positive amounts are entered as

debits and negative amounts are

treated as credits.

11 Credit Amount Decimal 99999999999.99 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.

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Figure 1: Sample Spreadsheet with Header Lines

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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 ¦

+---------------------------------------+

4. Enter tbf004.p at the Enter Report Name prompt. The Licensing Code prompt appears.

Figure 3: Licensing Code

+------------------------------------+

¦Enter Licensing Code: XXXX-XXXX-XXXX¦

+------------------------------------+

5. 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.

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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 │

└──────────────────────────────────────────────────────────┘

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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


1.90.96

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 │

└────────────────────────────────────────────────────────────────┘

4.1 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.

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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 Use this option if your spreadsheet contains separate debit and credit columns.

S 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.

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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


1.90.96

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.

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Figure 7: G/L Journal Entry Show Screen with imported transactions

10/31/03 G/L - Journal Entry QA M1 v97c2-Stg

Show 7.1.7

FISCAL DATE: 10/31/03

REF JOUR TRANS CO DIV CTR ACCOUNT DEBIT AMOUNT CREDIT AMOUNT

-------- ---- ------ --- --- --- ------- ----------------- -----------------

TESTIMP GJ 1 1 101 0 1110 1,000.00 0.00

Debit Transaction description 60 characters

TESTIMP GJ 2 1 101 0 1114 0.00 1,000.00

Credit Transaction description 60 characters

TESTIMP GJ 1 1 101 0 1131 400.00 0.00

Transaction 3

TESTIMP GJ 2 1 101 0 1132 300.00 0.00

Transaction 4

TESTIMP GJ 3 1 101 0 1138 210.00 0.00

Transaction 5

TESTIMP GJ 4 1 101 0 1154 0.00 910.00

Transaction 6

TOTAL DEBITS 1,910.00 CREDITS 1,910.00 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.

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May 2, 2005, Mar 9, 2009

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 1 101 0 1110 Debit transaction description 1,000.00 0.00

*** Reserved Reference AP ***

TESTIMP 01/31/09 1/31/2009 N 1 101 0 1114 Credit transaction description 0.00 1,000.00

TESTIMP 01/31/09 1/31/2009 N 1 101 0 1131 Transaction 3 400.00 0.00

*** Account 1131 is closed to entry ***


*** Transaction Date 103/1/2009 is incorrect. ***



*** Invalid Co/Div/Ctr/Account (1/101/0/1108) ***

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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

CO DIV CTR ACCOUNT DESCRIPTION DEBITS CREDITS NET

FISCAL DATE 01/31/09

1 101 0 1114 RESERVED 0.00 1000.00 -1000.00

1 101 0 1138 OTHER PREPAID 210.00 0.00 210.00

------------ ------------ ------------

SUMMARY FOR COMPANY 210.00 1000.00 -790.00

------------ ------------ ------------

SUMMARY FOR FISCAL DATE 210.00 1000.00 -790.00

============ ============ ============

REPORT SUMMARY 210.00 1000.00 -790.00

*** 4 ERRORS ENCOUNTERED ***

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