Spreadsheet import - transactions

Special information

If the vendor record includes a single distribution, the application uses that account.
If the vendor record includes multiple distributions and the number of distributions in the imported transaction matches the number of distributions in the vendor record, the application assigns the distributions to the distributions in the same order as in the vendor record.
If number of distributions in the imported transaction does not match the number of distributions in the vendor record, or if no vendor record is found, the application uses the Undistributed general ledger account specified in the Accounting Information tab of the client record.

If a transaction is dated in the current fiscal year based on the current posting period, the application posts the transaction to the period for which it is dated.
If a transaction is dated in any future fiscal year for which an associated posting period exists, the application posts the transaction to the future period for which it is dated.
If a transaction is dated with a date in a prior fiscal year or with a date in a closed period in the current fiscal year, the application posts the transaction to the current period, displays a warning message, and lists the transaction in the diagnostic report.
If a transaction is dated with a future date for which there is no appropriate posting period, the application displays a critical error.

Selecting the source file

Choose
File
,
Import
, and then
Spreadsheet
.
In the Source Data screen, select the appropriate client from the
Client name
field.
Select
Transactions
from the drop-down list in the
Data type
field.
In the Import File section, enter the path and filename of the spreadsheet file to import, or click the Browse button to navigate to the file.
Select the worksheet within the spreadsheet file to import.
To have the spreadsheet import wizard skip all data-mapping screens for the additional data types, mark the
Skip data mapping screens
checkbox. The application will skip all data-mapping screens unless it requires input from you.
Select
Next
.

Mapping spreadsheet columns

If you saved mapping information from a prior import as a
mapping template
, that template will be included in the drop-down list in the
Template
field. If applicable, select the appropriate template.
If the spreadsheet includes column headings or other rows of data that should not be imported, mark the checkbox in the
Omit row
column for that row. The application will not validate or import data in that row.
For each column, select the column heading in the grid, and then select the
applicable mapping item
from the drop-down list in the
Column <x>
 field.
Mapping Item	Required?
Transaction Type	Yes
Bank Account	Not required, but if you map this column, use the description from the Main tab. Go to Setup, Bank Accounts, then Main tab.
Journal	-
Transaction Subtype	-
WP Reference	-
Difference	-
Misstatement	-
Reference	Yes, for checks , AP checks, and AP payments
Date	-
Vendor ID	Yes, for AP checks and AP payments
Payee Name/Description	Yes, for AP checks, AP payments, and Checks
Total Amount	At least one type of amount (Total, Distribution, or Debit Distribution and Credit Distribution) must be mapped.
General Ledger Account	-
Distribution Description	-
Debit Distribution Amount	At least one type of amount (Total, Distribution, or Debit Distribution and Credit Distribution) must be mapped.
Credit Distribution Amount	At least one type of amount (Total, Distribution, or Debit Distribution and Credit Distribution) must be mapped.
Distribution Amount	At least one type of amount (Total, Distribution, or Debit Distribution and Credit Distribution) must be mapped.
1099 Form/Box	Yes, for importing 1099 transactions. Before you begin the import, the Form Selection and Box number must be complete in the 1099 Properties tab Vendors screen.
Distribution WP Reference	-
Detail Amount	-
Detail Description	-
Memo	-
Status	-
After you have mapped all applicable columns, select
Next
.
The application validates the spreadsheet data. If any issues are found, the invalid items are highlighted. If necessary, correct the data and then select
Next
.

Mapping additional data types

Clear Mapping button:
Use this to clear any changes made in the current Data Mapping screen.
Show all mappings:
Mark this checkbox to display all mapped and non-mapped items in the grid. If you clear this checkbox, the grid displays only those items that are un-mapped and need attention.
Reset default to:
If the application encounters a blank field in the spreadsheet, and that blank field is mapped to a required field, the application enters
Add as is
in that field by default. To change the default information to
Do not import
or to a blank field for any of these fields that you have not changed, select the desired default value from this field.

Data mapping screens

Bank accounts:
For each row in the grid, select the corresponding Accounting CS bank account. The drop-down list includes the bank accounts that were set up in the Bank Accounts screen. To import the transactions for this bank account as cleared (for bank account reconciliation purposes), mark the checkbox in the Cleared column.
Chart of Accounts:
For each row in the grid, select the corresponding Accounting CS GL account number. The drop-down list includes all GL accounts that were set up in the
Setup > Chart of Accounts screen
. If a corresponding account is not listed, select
Add as is
and then enter a valid account number and class code to add the account, or select
Do not import
to skip the import of data for that account.
Vendors:
For each row in the grid, select the corresponding Accounting CS vendor. The drop-down list includes all vendors that were set up in the Vendors screen. If the vendor is not listed, you can add the vendor by selecting
Add as is
.
1099 items:
For each row in the grid, select the corresponding 1099 item. The drop-down list includes all supported 1099 forms.

Reviewing import diagnostics

Sample spreadsheet file

note

If you import the sample data into a live client record, please remember to delete the imported data when you are finished.