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©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
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 2 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
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 3 of 14
May 2, 2005, Mar 9, 2009
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.
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 4 of 14
May 2, 2005, Mar 9, 2009
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
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 5 of 14
May 2, 2005, Mar 9, 2009
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.
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 6 of 14
May 2, 2005, Mar 9, 2009
Figure 1: Sample Spreadsheet with Header Lines
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 7 of 14
May 2, 2005, Mar 9, 2009
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.
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 8 of 14
May 2, 2005, Mar 9, 2009
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 │
└──────────────────────────────────────────────────────────┘
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 9 of 14
May 2, 2005, Mar 9, 2009
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
03/03/09 T O O L B O X Stage
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.
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 10 of 14
May 2, 2005, Mar 9, 2009
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.
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 11 of 14
May 2, 2005, Mar 9, 2009
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
03/03/09 T O O L B O X Stage
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.
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 12 of 14
May 2, 2005, Mar 9, 2009
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.
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions, Oct 31, 2003, rev. Sep 16, 2004, Page 13 of 14
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 ***
TESTIMP 01/31/09 103/1/2009 N 1 101 0 1132 Transaction 4 300.00 0.00
*** Transaction Date 103/1/2009 is incorrect. ***
TESTIMP 01/31/09 1/31/2009 N 1 101 0 1138 Transaction 5 210.00 0.00
TESTIMP 01/31/09 1/31/2009 N 1 101 0 1108 Transaction 6 0.00 910.00
*** Invalid Co/Div/Ctr/Account (1/101/0/1108) ***
COINS Enhancement:
TBF-004: Import G/L Journal Entries
Construction Industry Solutions Corp, Oct 31, 2003, rev. Sep 16, 2004, Page 14 of 14
May 2, 2005, Mar 9, 2009
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 ***