Background: GL Auto Journal Import
Use the GL Auto Journal Import (GII) program to import data from an ASCII file generated by another application, change imported data, and delete an imported journal. See Road Map for work flow.
This topic has these subtopics:
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ASCII File Format
The ASCII file must contain these fields in this sequence:
Field name |
Length |
GL organization |
2 alphanumeric |
GL account |
10 alphanumeric |
GL posting date |
8 date in the format YYYYMMDD |
Posting description |
25 alphanumeric |
Amount |
14 numeric in the format 999999999999.99; if a negative amount, a minus sign (-) can precede or follow the amount |
Description 2 |
25 alphanumeric |
Reverse? |
1 character; Y to reverse these in the next fiscal period. Important! If Y is included for any of the records in the batch, all entries are set to reversing. |
Reference |
30 alphanumeric (optional) |
Validation and Update
When you click Import validation, the program verifies the organization code, account, and that the account is active. If the Journal name you entered matches a journal you set up in the GL Auto Import Posting (GIPM) program, the program posts the entries.
GL Auto Journal Import prints any exceptions and returns control for maintenance. After you change entries, you cannot change them again. If additional corrections are required, you must make them manually.
You cannot run the register until you have successfully run the validation routine. However, the validation routine does not check whether debits equal credits. The program prints the GL External Journal Register, which allows updating, providing it is not out-of-balance.
GL Auto Import Exceptions
The exception listing includes:
Journal name entered in the GL Auto Journal Import program
Sequence number
GL organization code
GL account number
Transaction date
Reference entered in the GL Auto Journal Import program
Description from the ASCII file
Transaction amount
Reason for an exception; for example, Debits do not equal credits, Invalid date, Invalid account
Posting Rules
The GL Interface Journal prints the amount in either Credit or Debit column depending on whether the amount is positive or negative and on the type of GL account:
If amount is |
Account is |
Credit or Debit |
Positive |
Liability, Capital, Revenue |
Credit |
Expense or Asset |
Debit |
|
Negative |
Liability, Capital, Revenue |
Debit |
Expense, Asset |
Credit |
Automatic Postings
You can set up postings in the GL Auto Import Postings (GIPM). Then when you run the GL External Journal Register in the GL Auto Journal Import program, distributions are made to the organizations and accounts according to the postings you established.