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Export general ledger entries from Practice CS to Accounting CS

Practice CS includes a feature that enables you to export journal entries that record accounting activity and import them into the CS Professional Suite General Ledger module.
General Information
  • Journal entries are created once work-in-process (WIP) has been billed. No attempt is made to record journal entries for WIP or WIP adjustments.
  • Journal entry amounts are created based on the transactions in the system for the dates specified at the top of the Export screen.
  • The revenue portion of the journal entry is broken out into detail based on a method you choose. The three methods are: based on
    Activity
    , based on
    Engagement
    , or all activity
    summarized
     into a single general ledger (GL) account. For example, you can get your revenue journal entry broken out where different activities flow to different sales/revenue accounts. This option controls where Practice CS looks for the GL account detail in the underlying data, and therefore also defines where you are required to assign GL account numbers (for example, on each Client/Engagement or on the Activities).
    • Activity - For each transaction, look up the GL account code on the Activity setup screen.
    • Engagement - For each transaction, look up the GL account code on that client's Engagement in Client Setup.
    • Summarize - For each transaction, summarize all of that activity into a single GL account number that you manually specify in the Export Options window.
      Choose this option for both regular and progress bills in the
      File
      Export
      Journal Entries to CSA
      Options
        screen.
  • Unspecified GL accounts on the export screen means that WIP was keyed to an activity or engagement that was not assigned a GL account code, or an appropriate GL account number was not specified in the
    Options
     screen. If you import that item into CSA, the journal entry will have a blank account number on that entry. You can assign the account number after import by going into the
    Journal Entries
     tab of the
    Transactions
     screen in CSA and editing the imported journal entry directly.
Journal Entry Export Setup
  1. Assign GL account numbers for your revenue accounts, as follows (pick the section appropriate for the revenue method you selected as described previous):
    • If you will be exporting revenue amounts based on the WIP's
      engagement
      , you need to specify GL account numbers on each engagement assigned to all existing clients. This is done in the
      Setup
      Clients
      Engagements
       tab. Note that each client may have multiple engagements, and if this is the situation, it must be done on every engagement. In that instance, you may want to use the
      Edit Multiple Clients
       link at the bottom of the
      Main
       tab to change the engagement information for a group of clients simultaneously.
    • If you'll be exporting revenue amounts based on the WIP's
      Activity
      , you need to specify GL account numbers on each activity. This is done in the
      Activities
       screen.
    • If you'll be exporting revenue amounts in a
      Summarized
       fashion, you'll need to specify a GL account number in the journal entry options screen. Go to the
      Journal Entries
       screen, and select
      Options
      . Change
      Base billed Time & Expenses on
        to
      Summarize
       and specify a GL account. Do the same for the
      Base net Progress Bills on
       field.
  2. Add GL account numbers to your taxing authorities if you use sales or service tax within the program. Go to
    Setup
    Taxes
    Taxing Authorities
     and specify a GL account for each tax jurisdiction.
  3. Go to
    File
    Export
    Journal Entries
     and select
    Options
    .
  4. Select a basis for the journal entry, either
    Accrual
     or
    Cash
     .
  5. Specify the revenue method you selected (as described previous) for both regular and progress bills in the
    Base billed Time & Expenses on
     and
    Base net Progress Bills on
     fields.
  6. In the
    Base Taxes on
     field, specify whether the program should retrieve GL account numbers from the taxing authorities assigned in Step #2, or summarize all taxes into a single GL entry. If you select the
    Summarize
     option, then you'll also specify the GL account number to use in the journal entry.
  7. The
    GL Account Assignments
     section of the screen is used to specify GL account numbers that aren't retrieved from elsewhere in the program. The fields available will change depending on whether the journal entry is being made on an accrual vs. a cash basis. Each available field should be filled with the proper GL account number.
  8. In CSA, specify the file location of the Practice CS integration files. Go to the
    Setup / User Preferences / File Locations
     screen. Verify that the Practice CS data path location correctly points to the "Shared Files" location used during Step #1 of the initial Practice CS installation. Unless your firm uses a custom path, this will typically be \WinCSI\Practice CS Data on your shared network drive (or local C: drive in a non-network installation).
Journal Entry Export Process - CS Professional Suite (CSA)
  1. In Practice CS, go to
    Files
    Export
    Journal Entries
    .
  2. In the
    Export entries for
     field, specify a period or date range. The amounts shown on the screen will cover the activity represented in the time period selected.
  3. Select
    Export
    .
  4. In CSA, import the journal entry using the
    Import Practice Journal Entries
     menu.

This article applies to:

  • Product: Accounting CS
  • Subject: Integration
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