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Import journal entries from Fixed Assets CS

Workpapers CS
 enables you to import journal entries from Fixed Assets CS.

Setup information

In Fixed Assets CS, be sure that the correct data paths for CS Accounting Products are set up in the
File Locations
 tab of the
User Preferences
 window.
  • X:\WINCSI\Accounting CS (where X: is the drive letter where the application is installed)
  • X:\WINCSI\Accounting CS Data
The client ID in
Workpapers CS
 must be the same as the client ID in Fixed Assets CS and the ID can't exceed 11 alphanumeric characters.
You need to create a general ledger offset account for the client to reflect purchase and sales activity. Use one of the following options to set up an offset account.
  • Use the undistributed general ledger account (999) that is automatically created in
    Workpapers CS
    .
  • Create a new general ledger account and name it
    Fixed Assets CS Depreciation Offset
    , or something similar. (This is a clearing account that is used when the journal entry is created.)
The client's period frequency must not be longer than the calculation period in Fixed Assets CS. (For example, the client can't have a quarterly period frequency in
Workpapers CS
 and a monthly calculation period in Fixed Assets CS.) Note that Fixed Assets CS cannot make journal entries for thirteen-period clients from
Workpapers CS
.

Pre-import procedures

To be completed in Fixed Assets CS
Before you can import Fixed Assets CS journal entry data into
Workpapers CS
, you'll need to create an
Workpapers CS
 journal entry transaction file. To do this, follow these steps.
  1. Choose
    File
     >
    Print
     and print the Book or Tax Group Summary report (depending on which treatment balances you want to use to make the journal entry). Use the report to verify that each asset group's cost and accumulated depreciation beginning balances for the current period coincide with the beginning balances for the corresponding accounts in Accounting CS.
  2. Select
    Setup
     >
    Journal Entry Accounts
     to open the
    Journal Entry Accounts
     window.
  3. Assign a unique number from 2.00 to 99.99 in the
    Journal entry reference number
     field at the top of the dialog. The application will use this number when the transaction is posted in Accounting CS.
  4. To make a single journal entry for all assets, mark the
    Create a single journal entry for all assets
     checkbox.
  5. To make journal entries based on an association, select an association from the
    Association
     dropdown.
    The following associations can be selected if they are enabled and if the association contains list data.
    • Group (default, when enabled)
    • Location
    • Type
    • Division
    • Cost center
    • Department
    • Custom associations that maintain a list
  6. In the Journal entry format section, mark the
    Journal entry for Accounting CS
     checkbox to have Fixed Assets CS create the journal entry transaction files to be imported into
    Workpapers CS
    .
  7. Select the option in the Treatment group box (either Book or Tax) that the application should use to create the journal entry.
  8. For each item in the list for the chosen association, enter the journal entry description and the applicable general ledger account number.
  9. For each asset group, enter the journal entry description and the applicable general ledger account number.
  10. Enter the general ledger offset account number in the
    Offset
     field.
  11. Select
    OK
     to close the
    Journal Entry Accounts
     window.
  12. Be sure to close the client in Fixed Assets CS to ensure that the import process works properly.

Locate the export file

Fixed Assets CS automatically creates journal entry transaction files for each period that the client processes in Fixed Assets CS. The export files are named
Trans.<client ID> GL<period end date>.xml
, where <client ID> represents the ID of the client and <period end date> represents the current period end date in Fixed Assets CS.
Fixed Assets CS saves the export file in the
WINCSI\Accounting CS Data\Data\Integration
 folder.

Import client data

To be completed in
Workpapers CS
Workpapers CS
 offers 2 methods for importing journal entries from Fixed Assets CS — the one-click import and the client data import wizard. After you create the export file in Fixed Assets CS, you can choose either method to import the data into
Workpapers CS
.
One-click import
If
Workpapers CS
 detects that Fixed Assets CS is installed on the same computer, it displays the
Import Fixed Assets CS Journal Entries
 icon on the toolbar. You can click the icon in any client-specific setup and data-entry screen to import journal entries from Fixed Assets CS.
  1. In any client-specific screen, verify that the correct client is selected in the client selection field.
  2. Select the
    Import Fixed Assets CS Journal Entries
     icon to start the import.
    The application looks for the export file in the location where Fixed Assets CS saved the file. The
    <client ID>
     part of the filename must match the client ID of the currently selected client, and the
    <period end date>
     part of the filename must match the client's current GL period.
  3. Select
    OK
     when the application displays a prompt that the import is complete.
Client data import wizard
You can access the client data import wizard from any screen in
Workpapers CS
. In the wizard, you can select a different client and go to and select the export file to use.
Prior to completing the following steps, be sure to close the client from which your are importing data in Fixed Assets CS.
  1. Select
    File
     >
    Import
     >
    Client Data
    .
  2. In the Import Client Data Wizard, select the applicable client from the
    Client Name
     field, if it's not already selected.
  3. Verify that
    Fixed Assets CS
     is selected in the
    Source
     field.
  4. Select the file from the
    File name
     field.
  5. Select
    Finish
    .

This article applies to:

  • Product: Accounting CS, Workpapers CS
  • Subject: Integration