Import Data

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 Background and Road Map for more information.

The program lists any batches that have not processed completely:

Field Name	Displays
Journal name	The name of the journal
Import file	The name of file that was imported
Import date	The date the import was run
User ID	The user ID of the person who ran the import
Reversing?	A check mark indicates a reversing journal
Debits	Total debits
Credits	Total credits
Out of balance?	A check mark indicates that transactions in the import file are out of balance
Exceptions?	A check mark indicates that one or more exceptions were generated during validation; the register cannot be run until they are resolved

Choose the appropriate options:

To	Do This
Import an ASCII file	Click Add.
Display import details	Highlight the journal and click Select or double click the line.
Delete an imported file	Click Delete. See Delete.
Print the displayed list	Click Print. See Print.
Exit the program	Click Exit.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Journal name	Required 10 alphanumeric	Enter the journal name. The journal name must be unique if multiple open journals exist. If you want to post this imported data to a journal you set up in the GL Auto Import Posting (GIPM) program, you must enter the name that you entered in the Journal name field in that program.
Import file	Required 128 alphanumeric	Click the icon to launch a browser to which you can drop a file from your PC or network. OR Enter the full path and name of the ASCII import file that is located on your PC or network (for example, C:\Mydocuments\PAYROLL.TXT or U:\IMPORT\PAYROLL.CSV, where U: is a mapped network drive). You do not have to match the case of the path or name. The program defaults to the file name you last imported.
Fixed or Delimited file	Required 1 alphanumeric	Select D if this file uses a delimiter or select F if fields are a fixed length. If you import data from an ASCII file generated from Microsoft Excel, fields are a fixed length.
Delimiter	Conditional 1 alphanumeric	If you entered Fixed or Delimited file, enter the field delimiter used in this file. For example, enter T for tab, a ; (semicolon), or a , (comma).
Erase import file?	Optional	Select to erase the file after the import or leave blank to retain it.
DR/CR option	Optional	Select T to import amounts and set the DR/CR flag based on the type of account: Positive amounts for liability, capital and revenue accounts are treated as credits, negative amounts as debits. Positive amounts for asset and expenses are treated as debits, negative amounts as credits. Select A to import amounts based only on their sign, regardless of the type of account: positive amounts are treated as debits, negative amounts are treated as credits.
Reverse L, C, R accounts?	Optional	Select to change the sign on amounts for all liability, capital, and revenue accounts.
Reversing jrnl?	Optional	Select if you want to set up reversing entries for the first day of the following period or leave blank if you do not. Reversing entries are typically used for accruals. Select this field to have the system post to the same accounts, with signs reversed, on the first day of the period following the entry. When you select this field, the register displays the message These journal entries will be updated as reversal entries on the total line. Important! If selected, all records in the import file are set up as reversing entries.
Reference	Optional 30 alphanumeric	Enter a reference. For example, you may want to enter the date for payroll data. The journal name is used as the default value for the reference field. The reference displays in the GL Activity Inquiry (GTL) and other programs.

Note
Once a journal is imported, header fields are disabled since changes to them cannot impact the details already brought in. If you need to change the reference, reversing journal flag, or signs on accounts, you need to do it at the transaction level or delete the batch and re-import with the correct header settings.

Click OK to import data if it is a new import or click Details to view previously imported records.

Field Name	Displays
Seq	The system-assigned sequence number, starting with 1
Sts	Blank: Validation has not been done. B: This record did not pass validation. G: This record is good. A: Allocating entry, added through GL Auto Import Posting (GIPM) O: Offsetting entry, added through GL Auto Import Posting (GIPM)
GL org	The organization code for this transaction
GL acct no	The account number for this transaction
Trans	The date for this transaction
Description	The description for this transaction
Trans amount	The amount of this transaction
Reference	The reference you entered when you imported the file
Description 2	User defined description for the this record
Reverse	Indicates if the entry will be reversed in the next period. Note If the header is marked for reversal all associated lines are reversed. If any line is marked for reversal the entire journal is processed as reversing entries

For a new import:

For a new import, validation is automatic. After validation, the program displays Validation is complete with [number] exceptions. Click OK.

If there were exceptions, they are displayed on the screen. Select any transaction sequence with an exception to see the exception message for that sequence.

Highlight the transaction that you need to fix and click Select.

For a previously imported journal:

Click Exceptions to see what errors were reported with the validation.

Highlight the transaction that you need to fix and click Select.

These fields are displayed:

Field Name	Type / Max Length	Action / Description
GL org code	Required 2 alphanumeric	Select the code of the GL organization for the posting account.
GL account no	Required 10 alphanumeric	Enter the number for the account that you want to use as the posting account or click the Lookup icon and use the standard lookup options to select the account from a list.
Trans date	Required 10 date	Select the date for this transaction or enter a date shortcut.
Reference	Optional 30 alphanumeric	Accept the displayed reference, which you entered for the data import, or enter a different reference for this transaction.
Description	Optional 25 alphanumeric	Accept the description of this transaction from the ASCII file or enter a different description.
Trans amount	Required 14 numeric in the format 999999999999.99	Enter the positive or negative amount of this transaction. See Background.
Description 2	Optional 25 alphanumeric	User-defined description of this transaction from the ASCII file.
Reverse?	Optional	Selected if the entry will be reversed in the next period. Note If the header is marked for reversal all associated lines are reversed. If any line is marked for reversal the entire journal is processed as reversing entries

(Conditional) Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field, enter correct information. Click Apply to accept your changes or Cancel to leave the record unchanged.
Delete a transaction	Click Delete. See Delete.
Change the Sequence number field	Click Change no. This button displays only if you add a sequence.
Accept the data	Click OK.

(Conditional) Continue fixing imported transactions until you think you have fixed them.
(Conditional) Click Import validation to validate the changes you made.
Choose the appropriate options:

To	Do This
Add a transaction	Click Add.
Delete the selected transaction	Click Delete. See Delete.
Copy the selected transaction	Click Copy. See Copy.
Display a transaction	Highlight a transaction and click Select or double click the line.
Print the sequence listing	Click Print. See Print.
Print the GL External Journal Register	Click Register. See Print the External Journal Register.
Validate the changes you made	Click Import validation.
Review bad records in the import file	Click Exceptions. See Import Exceptions. Click OK to return to this program.
Return to the list of imported files	Click OK.