To select a G/L upload process type:Use the User-Defined G/L Entry Upload and the User-Defined G/L Journal Upload DB/CR utilities to upload journal entries that you want reflected in your general ledger within Eclipse, but that occur in systems or places not connected to the system. For example, you may use an external payroll program but would like to upload a journal entry for each payroll period to update the general ledger.
Complete the following tasks before running the upload process:
Identify the columns in the update file.
Ensure the file is in an understandable format for the system: comma delimited (.csv), text (.txt), or Microsoft Excel (.xls).
Import the file into your system Hold File.
To select a G/L upload process type:Complete the required tasks above.
From the System > Printers menu, select Your Hold Entries to display the Spooler Control screen.
Select the file you want to upload and use the Process hot key to display the User Defined Upload Processing screen.
In the Processing Type field, press F10 and select one of the following:
G/L Journal Entry Upload - Select this type if the posting amount in the file has only one amount.
G/L Journal Upload DB/CR - Select this type if the posting amount in the file is broken into a credit amount and a debit amount.
Use the Begin hot key to display the User Defined Auto Journal Entry screen and continue with the next procedure.
To upload journal entries:Complete the procedure above.
In the Work ID field, do one of the following:
Leave the field blank to process the file without creating a template.
Enter a work ID that identifies the journal entry. If this is a new work ID, select New at the prompt to continue. Entering a new work ID creates a new template.
Press F10 and select an ID of an existing template.
In the Desc field, enter a complete description that identifies the update, such as, "Bi-weekly Payroll Updates."
In the Branch field, enter a branch ID.
In the Jrl Date field, enter the date you want the entry to post.
In the Heading field, enter the header notation for the entry.
Use the Rec Layout hot key and define the following record layout information:
|
Field |
Description |
|
Record Type |
Enter one of the following formats for the file:
Note: Data elements in a blocked record may be separated by a delimiter. |
|
Record Length |
For blocked records, enter the number of characters necessary if the record has a specified length. The record length is not applicable to variable record types. |
|
Delimiter Char |
Enter the character that is used between each field as a delimiter, such as a comma (,). |
|
Delete Chars |
Enter any characters that you do not want the system to read as data, such as quotation marks or the dollar sign. |
Press Esc to return to the User Defined Auto Journal Entry screen.
For each data format that is contained in the file, enter the following information:
|
Field |
Description |
|
Start |
For blocked records, enter the starting position character number that begins the section of data. The starting position is not applicable for variable records. |
|
Lngth |
For blocked records, enter the length of the section of data. The length is not applicable for variable records |
|
Dec# |
For both blocked and variable records, enter one of the following for numeric data:
|
|
Elmt# |
For variable records, enter the sequence in which the fields appear in the upload file. For example, if the first data format listed in the Data Format field is actually the second section of data in the file, enter 2. If a data format is not included in the upload file, leave the Elmt# field blank for that data section. |
Use the Begin hot key to process the file.
Note: Use the Delete hot key to delete the template, if necessary.
See Also: