GL Balance Import Guide - Revision history

Freddy at 19:29, 10 January 2019

2019-01-10T19:29:49Z

Freddy at 16:22, 4 January 2019

2019-01-04T16:22:37Z

Freddy at 13:44, 1 November 2018

2018-11-01T13:44:17Z

Freddy at 19:13, 31 October 2018

2018-10-31T19:13:47Z

Freddy at 19:07, 31 October 2018

2018-10-31T19:07:25Z

Freddy at 16:47, 31 October 2018

2018-10-31T16:47:14Z

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Freddy at 20:01, 26 October 2018

2018-10-26T20:01:23Z

Freddy: Created page with " ==General Import Template File Notes== Template files are typically generated from their respective Import screen using an 'Export Template' button. Using the 'Export Temp..."

2018-10-26T18:50:29Z

Created page with " ==General Import Template File Notes== *Template files are typically generated from their respective Import screen using an 'Export Template' button. *Using the 'Export Temp..."

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==General Import Template File Notes==

*Template files are typically generated from their respective Import screen using an 'Export Template' button.
*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.

==Notes Import Notes==

The Notes Import does not have an Export Template option. You can find a copy of the Notes Import Template in the ABIS FTP site in \Implementation Files\Import Templates.

The Notes Import does not use the f1-f999 row and has the data field names in row 1. The import routine starts importing records on row 2 of the XLS file.

===Timing and Preparation===

There are three Rule Maintenance records that must be set up for the Notes application and these should be reviewed before attempting any Notes imports.

*Note Description Types (NOTETYPE)
*Note Priority (NOTEPRIORITY)
*Note Status Codes (NOTESTATUS)

Notes should be linked to Organization records using the CustNo field in the template. Organization records should be imported prior to Notes so that they can be properly linked.

Notes can also be linked to Projects, Project Opportunities, and Service Orders using the associated data fields in the import file.

===General Notes===

The Note1 through Note4 data fields in the XLS file will be joined together to create a single note. This structure is to bypass the Microsoft Excel 255 character limit for each cell. If you are importing notes larger than 255 characters, each note will need to be separated into 255 character chunks and placed into the Note1 through Note4 fields. This sets the maximum note size for import to 1020 characters.

Notes larger than 1020 characters will have to be broken up into multiple note entries.

==Notes Import File Data Scrubbing==

Confirm that the spelling of the Contact and Owner names in the import file matches the contact record exactly. Invalid matches will be discarded during the import.

The Owner name must be set up with the Note Owner attribute in the Contacts screen.

==Import Notes Screen (IMPORTNOTES)==

Menu Location: Transaction>>Importers/Exporters>>Address Book>>Notes Import

[[File:IMPORTNOTES.png]]

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

'''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.

==Notes Import File Definitions==

Required fields are indicated with *

'''AddDate''' - Desired add date for the note. This is the system add date, not the date that displays with the note. If left blank, it will default to the system import date.

'''AddUser''' - Desired Add User for the note. If left blank, it will default to the logged in UserID.

'''Contact''' - Contact full name. Must match the contact record name exactly.

'''*CustNo''' - Organization number associated with the note. A CustNo or at least an Owner should always be entered. Without one or the other, the note will only be visible in SQL (or possibly by looking it up in a linked record such as Project or Project Opportunity).

'''DateIn''' - Primary note date. If left blank it will default to the system import date.

'''DueDate''' - Due Date used for note action tracking

'''EditDate''' - Last edit date for note. If left blank, it will default to the system import date.

'''EditUser''' - Edit UserID

'''FollowUp''' - Follow Up Date

'''*Note1''' - Note detail 1 (joined with Note2 through Note4, if they exist)

'''Note2''' - Note detail 2

'''Note3''' - Note detail 3

'''Note4''' - Note detail 4

'''OppNo''' - Opportunity number

'''*Owner''' - Note Owner full name. Must match a contact record with the Note Owner attribute.

'''Phase''' - Project Phase name

'''Priority''' - Note priority value from the NOTEPRIORITY rule name field. Do not use the priority code. If left blank, or if there is no match to the rule, the system will use '??'

'''ProjID''' - Project ID. This is the MSNID (keyno) value from the MSN table.

'''ProjNum''' - Project number

'''ProjOppNo''' - Project Opportunity number

'''Status''' - Note status value from the NOTESTATUS rule name field. Do not use the status code value. If left blank, or if there is no match to the rule, the system will use '??'

'''*Subject''' - Subject line for the note

'''SvrOrd''' - Service Order number

'''Type''' - Note type value from the NOTETYPE rule name field. Do not use the type code value. If left blank, or if there is no match to the rule, the system will use '??'

==Notes Import Reconciliation==

Reconciling imported data should begin with spot-checking several records field-by-field for complete data import. Pick records from the source file that have the most data columns filled in. Verify that all source file data fields imported correctly and display as expected.

Verify that notes linked to customers appear in the Notes screen for the associated customer.

Verify that notes linked to Note Owners appear in their Super Notes screen.

Verify that notes linked to Projects appear in the associated project notes screen.

==Notes Import Additional Steps==

There are no additional steps for the Notes Import.

==Notes Import Database Tables==

Importing note records can affect the following databases:

'''RTNOTES''' - Each imported note is assigned a unique KEYNO value. Links to associated records will display in the RTNOTES datatable by PARENTID and by using the PTABLE fields.

[[Category: General Ledger]]
[[Category: Import Guides]]

← Older revision		Revision as of 19:29, 10 January 2019
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 33: @@
 ===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.
 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 133: @@
 '''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]]

← Older revision		Revision as of 19:13, 31 October 2018
Line 53:		Line 53:


−	==Gl Balance Import Screen (GLJEBATCH)==	+	==GL Balance Import Screen (GLJEBATCH)==

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

@@ Line 107: / Line 107: @@
 ==GL Balance Import Reconciliation==
-Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
+Prior to posting any imported data, run the GL Distribution detail report to verify the imported totals. Spot-check several accounts for totals.
-Verify that notes linked to customers appear in the Notes screen for the associated customer.
+The GL Distribution report can be exported to Excel for performing easy calculations if there any balance issues or unexpected totals.
-Verify that notes linked to Note Owners appear in their Super Notes screen.
+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.
-Verify that notes linked to Projects appear in the associated project notes screen.
+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.
@@ Line 119: / Line 121: @@
 ==GL Balance Import Additional Steps==
-There are no additional steps for the Notes Import.
+Imported GL Batches must be posted before they hit the GL.
 ==GL Balance Import Database Tables==
-Importing note records can affect the following databases:
+Importing GL Balance records can affect the following databases:
-'''RTNOTES''' - Each imported note is assigned a unique KEYNO value. Links to associated records will display in the RTNOTES datatable by PARENTID and by using the PTABLE fields.
+'''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.

@@ Line 17: / Line 17: @@
-==Notes Import Notes==
+==GL Balance Import Notes==
-The Notes Import does not have an Export Template option.  You can find a copy of the Notes Import Template in the ABIS FTP site in \Implementation Files\Import Templates.
+The GL Balance Import process uses the Import Batch tab of the GL Journal Entry Screen, rather than a stand-alone import screen.
-Notes can also be linked to Projects, Project Opportunities, and Service Orders using the associated data fields in the import file.
+===General Notes===
-==Notes Import File Data Scrubbing==
+==GL Balance Import File Data Scrubbing==
-==Import Notes Screen (IMPORTNOTES)==
+Menu Location: Transaction>>General Ledger>>GL Journal Entry>>Import Batch (tab)
-Menu Location: Transaction>>Importers/Exporters>>Address Book>>Notes Import
+[[File:GLJEBATCH.png]]
-'''File Name/Browse:''' Use the Browse button to locate and select the completed notes 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.
@@ Line 67: / Line 58: @@
-==Notes Import File Definitions==
+==GL Balance Import File Definitions==
 Required fields are indicated with *
 '''AddDate''' - Desired add date for the note.  This is the system add date, not the date that displays with the note. If left blank, it will default to the system import date.