Unposted Journals - Import Journals lets you import journal entries from a file. The data file must follow a specific format. You can import directly from a Microsoft® Excel file or from a GLTRN2000.txt file. If journal or detail line descriptions are not specified in the import, the program uses "Imported Journal" as the description.
Note: This option can also be accessed from Manage > Unposted Journals.
Import from Excel File
Save your journal entries in an Excel file (.xls or .xlsx) using the format described below, then import the file into General Ledger.
- Prepare your Excel file with one column per field you intend to use (see the field reference below).
- Click Choose File and select your Excel file.
- Click Import to begin the import. To return to the Unposted Journals page without importing, click the Cancel link.
Important: You can only import journals into the currently selected company. To import into a different company, change the Current Financial Settings (More Information) first. If you use the CompanyNumber field and its value does not match the currently selected company, nothing is imported.
Available Fields
The following fields are available for import into General Ledger:
- CompanyNumber
- Period: use the period number, not the period name (for example, 1 instead of January)
- Date
- JournalCode
- JournalNumber: assign a unique number for each group of detail lines you want to import. For example, if rows 1-10 are one journal entry and rows 11-20 are a second journal entry, specify journal number 1 for rows 1-10 and journal number 2 for rows 11-20. On import, each group is assigned the next available journal number, which prevents duplicate journal numbers already assigned in General Ledger
- JournalDescription: limited to 50 characters, including spaces and punctuation
- Note
- RegionNumber
- SuperFundNumber
- FundNumber
- LocationNumber
- CostCenterNumber
- DepartmentNumber
- AccountNumber
- AccountSub
- DetailDate
- DetailDescription: limited to 60 characters, including spaces and punctuation
- Amount
- Project
Each field you use must be in its own column, as shown below:
The only required fields are AccountNumber and Amount, plus any fields that are part of your account structure (for example, FundNumber, DepartmentNumber). In the Amount field, enter positive numbers for debits and negative numbers (with a leading minus sign) for credits, regardless of account type.
Note: If you do not want to use an optional field, do not create a column for it in your Excel file.
Import from GLTRN2000.txt File
Save your journal entries as a quote-and-comma-delimited text file with 9 fields per record, named GLTRN2000.txt.
- Prepare your GLTRN2000.txt file using the layout described below.
- Click Browse and select your file.
- Click Import to begin the import. To return to the Unposted Journals page without importing, click the Cancel link.
GLTRN2000.txt File Layout
| Field Number | Field Name | Field Length | Field Format |
| 1 | Unused | 5 | Numeric: should be all zeros |
| 2 | Co # | 4 | Numeric with left padded zeros |
| Fund # | 5 | All zeros if you do not use funds | |
| Accounting Period | 2 | Numeric with left padded zeros | |
| Journal Type | 2 | Alpha-Numeric | |
| Journal # | 5 | Numeric | |
| 3 | Unused | 3 | Should always be "000" |
| 4 | Date | 6 | (mmddyy) with left padded zeros |
| 5 | Description 1 | 50 | Alpha-Numeric |
| 6 | Description 2 | 30 | Alpha-Numeric |
| 7 | Department # | 3 | All zeros if you do not use departments |
| Account # | 9 | Left padded with zeros to make it 9 digits | |
| 8 | Amount | 11 | (155 = $1.55) positive value for Debit, negative for Credit |
| 9 | Project | 50 | Alpha-Numeric |
The following screenshot shows an example GLTRN2000.txt file:
Updated