Difference between revisions of "GL Balance Import Guide"

Latest revision as of 13:29, 10 January 2019

1 General Data Import Notes
2 GL Balance Import Notes
- 2.1 Timing and Preparation
- 2.2 General Notes
3 GL Balance Import File Data Scrubbing
4 GL Balance Import Screen (GLJEBATCH)
5 GL Balance Import File Definitions
6 GL Balance Import Reconciliation
7 GL Balance Import Additional Steps
8 GL Balance Import Database Tables

General Data Import Notes

Refer to the Data Import General Information page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.

GL Balance Import Notes

The GL Balance Import process uses the Import Batch tab of the GL Journal Entry Screen, rather than a stand-alone import screen.

Timing and Preparation

The GL Balance Import can be requested at any time after the GL chart of accounts has been established.

Importing GL balances will set the opening balance for the following months on all imported accounts. Be aware that the beginning and ending balances for all following months will be affected once the imported balances are posted.

General Notes

The GL Balance Import can be used to import ending balances for the month prior to go-live, or to import historical balances for multiple months prior to go-live.

If importing multiple months, keep in mind that the oldest imported month in the current year should be imported as ending balances. Each following month should be imported as the account activity balance for the month, or the difference between debit and credit transactions for the month. The reason is that each import is a journal entry transaction, and not simply a function to update the ending balance. The oldest balance import, which should be the ending balances, includes all the debits and credits (per account) up to that point. The next oldest month will only need to post the net balance (per account) of debits and credits for that month. The net change that is imported and posted will add to the previous month's ending balance to create the next oldest month's ending balance - and so on.

Importing a GL Balances file creates an unposted batch. The imported details are not posted to the GL until the batch has been manually posted. This provides an opportunity to review the GL Distribution report prior to posting. It also provides an opportunity to delete the imported batch if it contains issues or errors.

GL Balance Import File Data Scrubbing

Post Period - The posting period will usually have to be manually completed/adjusted to match Adjutant fiscal period formatting. For all detail lines, set the 'postper' column to a valid fiscal period in the format YYYYMMM with leading zeroes in front on the month.

Reference Number - The import uses the 'refernce' value from the first line for the imported batch. It is best practices to use a reference number that identifies the batch as a beginning balance import, such as JUNEBAL or similar.

GL Account - Review and update the file with any GL account number changes that may have happened during the implementation. Verify that each GL account matches the current GL Mask before importing. Invalid GL accounts will cause a validation error during import.

Debit/Credit Amounts - If the source data has separate values per GL account for debit amounts and credit amounts, create separate lines on the import file for the debit value and the credit value. If a single import line has both a debit value and a credit value, the import process will import the difference between the two amounts as the posting amount. If the customer wishes to see both the total debit amount and the total credit amount posted for a month, these amounts must be imported on separate lines.

Balanced File - The import file must be in balance, or it will fail validation. Perform a SUM calculation in Excel for the debit column and credit column and ensure that they are equal before importing. You may have to adjust the Excel column properties to show decimals correctly. Even a penny will cause the file to be out of balance.

GL Balance Import Screen (GLJEBATCH)

Menu Location: Transaction>>General Ledger>>GL Journal Entry>>Import Batch (tab)

File Name/Browse: Use the Browse button to locate and select the completed GL Balance import template file (in XLS format)

Export Template: Generates a blank GL Balance (GLBATCH) Import template file

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

GL Balance Import File Definitions

Required fields are indicated with *

*f1 - Postper - Fiscal Calendar posting period (YYYYMMM)

f2 - Reference - Reference number for the imported batch. The reference number on the first imported line is used for the entire batch. Copy the reference number to all lines to ensure that the reference number is imported.

f3 - Reverse - Enter Y to create a reversal batch

f4 - ReversePer - Reversal fiscal calendar period. Used with the 'Reverse' column to create a reversal posting and set the desired reporting period.

*f5 - GLAcct - GL account number

*f6 - Debit - Debit posting amount

*f7 - Credit - Credit posting amount. Credit sign is assumed, do not use a negative sign on the import file.

f8 - StatAmt - Statistical amount value. Updates the PTD and YTD statistical amounts for the imported account. Used for counting units, transactions, or other non-dollar values on custom financial reporting.

f9 - ProjID - Project ID from the MSN data table. Used to link posting details to a Project for custom cost reporting.

f10 - ProjNum - Project number. Used to link posting details to a Project for custom cost reporting.

f11 - PhaseName - Project Phase name. Used to specify the project phase when linking posting details to a Project for custom cost reporting.

f12 - Notes - Batch header note. The note on the first imported line is used for the entire batch. Copy the note to all lines to ensure that the note is imported.

*f13 - PDate - Batch posting date. The posting date on the first imported line is used for the entire batch. Copy the posting date to all lines to ensure that the posting date is set as expected.

f14 - LineNote - Line note for each line of posting detail. This note can be displayed on GL Distribution Reports.

f15 - AddToBankRec - Enter Y to add the imported line of posting detail to Bank Reconciliation. This is typically not used for balance imports.

GL Balance Import Reconciliation

Prior to posting any imported data, run the GL Distribution detail report to verify the imported totals. Spot-check several accounts for totals.

The GL Distribution report can be exported to Excel for performing easy calculations if there any balance issues or unexpected totals.

Once the batch has been posted, run the GL Trial Balance for the month imported, and review for any GL out of balance situations caused by accounts withe wrong account type or accounts imported with the wrong debit/credit value.

Once the batch has been posted, run the General Ledger report for the month imported and review the detail for accuracy and look for any issues.

Imported GL Batches can be deleted (voided) from the GL Journal Entry Batch Header screen before they are posted, if the import file needs to be adjusted and re-imported.

GL Balance Import Additional Steps

Imported GL Batches must be posted before they hit the GL.

GL Balance Import Database Tables

Importing GL Balance records can affect the following databases:

GLBATCHH - Each import creates a unique KEYNO tied to the imported BATCHNO. This record contains the header information only.

GLDIST - The import details are saved in GLDIST with the BATCHNO value and the KEYNOH value which links to the KEYNO in the GLBATCHH table.

GLBALS - The GL Balances are updated in the GLBALS table by GL account and fiscal period from GLDIST records that get posted. If entries in the GLDIST table are deleted or changed, it will affect the totals saved in the GLBALS table. The GL Tools screen can help rebuild GL Balances from the current GLDIST entries, but making changes directly in the GLDIST or GLBALS table can have a ripple effect of issues and corrections. Be very careful about performing data updates in either of these tables.

@@ Line 1: / Line 1: @@
-==General Import Template File Notes==
+==General Data Import Notes==
-*Template files are typically generated from their respective Import screen using an 'Export Template' button.
+Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
-*Using the 'Export Template' button from an updated system will help ensure that you are using the most up-to-date import file, and will help avoid errors.
-*Templates generally (but not in all cases) contain 3 rows of header information.
-**The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
-**The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the field mapping process difficult.
-**The third row (if present) is labelled either with the same values from row 2, or with more detailed field descriptions.  The third row is available to create a customer-friendly name for the associated data column.
-***The third row should be removed from the source file prior to importing.  It will cause errors since it will be treated as the first import record on the file.
-*Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.
-*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports.  Without a current mapping table, the quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system.  It does not need to be run before each import.
-**Export a current list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant for an updated file).
-**Perform a Mapping Table Import on the target system with the XLS file from the step above.
@@ Line 33: / Line 22: @@
 ===General Notes===
 The GL Balance Import can be used to import ending balances for the month prior to go-live, or to import historical balances for multiple months prior to go-live.
+If importing multiple months, keep in mind that the oldest imported month in the current year should be imported as ending balances. Each following month should be imported as the account activity balance for the month, or the difference between debit and credit transactions for the month. The reason is that each import is a journal entry transaction, and not simply a function to update the ending balance. The oldest balance import, which should be the ending balances, includes all the debits and credits (per account) up to that point. The next oldest month will only need to post the net balance (per account) of debits and credits for that month. The net change that is imported and posted will add to the previous month's ending balance to create the next oldest month's ending balance - and so on.
 Importing a GL Balances file creates an unposted batch. The imported details are not posted to the GL until the batch has been manually posted. This provides an opportunity to review the GL Distribution report prior to posting. It also provides an opportunity to delete the imported batch if it contains issues or errors.
@@ Line 133: / Line 124: @@
 '''GLDIST''' - The import details are saved in GLDIST with the BATCHNO value and the KEYNOH value which links to the KEYNO in the GLBATCHH table.
+'''GLBALS''' - The GL Balances are updated in the GLBALS table by GL account and fiscal period from GLDIST records that get posted. If entries in the GLDIST table are deleted or changed, it will affect the totals saved in the GLBALS table. The GL Tools screen can help rebuild GL Balances from the current GLDIST entries, but making changes directly in the GLDIST or GLBALS table can have a ripple effect of issues and corrections. Be very careful about performing data updates in either of these tables.
 [[Category: General Ledger]]
 [[Category: Import Guides]]