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AyersDe

GL Import File

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Posted By

I am new to Sage, but trying to create a GL import file for a journal entry.  It is not through payroll module, but it is an entry to record weekly payroll through a GL entry.  The amounts change weekly, but the accounts and descriptions are consistent, so I would like to establish an import file I can update each week and post.  THoughts?

Parents
  • 0
    GLT 2010 4/30/2020 22 20 4 ACCRUE THIS MONTH'S A/P 500.00
    GLT 5040 4/30/2020 22 20 4 ACCRUE THIS MONTH'S A/P 350.00
    GLT 5011 4/30/2020 22 20 4 ACCRUE THIS MONTH'S A/P 150.00

    Above is just a sample of one journal entry that we have setup in Excel that is saved as GLImport.csv.  Once saved as a .csv file it will look like below when opened with NotePad:

         GLT,2010,04/30/20,22,20,04,ACCRUE THIS MONTH'S A/P,500.00,,,,
         GLT,5040,04/30/20,22,20,04,ACCRUE THIS MONTH'S A/P,,350.00,,,
         GLT,5011,04/30/20,22,20,04,ACCRUE THIS MONTH'S A/P,,150.00,,,

    GLImport.csv can be imported into General Ledger.  You should read the General Ledger Help for a better understanding.  Use the GL Help - Index and look at Import Transactions - Record Format and this will make more sense.  The fields must be formatted as alpha, date, numeric, and so forth, and be no larger than permitted or the journal entry will reject.  You can import multiple journal entries at one time with this method.

  • 0 in reply to Rhonda V

    I have read the "What is the Format" & "How to Import".  What are the column headings in your example - does the 22 & 20 indicate Dr/Cr and 4 is the month?

  • 0 in reply to AyersDe

    The following table shows the import format for the transaction record type.

    Import order Item Type Length Notes

    1

    Record ID

    Alpha

    3

    Required, must be GLT.

    2

    Account

    Alpha

    25

    Required. Accounts may be entered with or without punctuation (e.g., 12-456-100.10 or 1245610010 or 12456100.10).

    3

    Accounting Date

    Date

    10

    Required.

    4

    Journal

    Numeric

    2

     

    5

    Reference 1

    Alpha

    10

     

    6

    Reference 2

    Alpha

    10

     

    7

    Transaction Description

    Alpha

    30

     

    8

    Debit

    Numeric

    11

    Eleven digits plus the decimal point and sign may be entered (e.g., 9.2-).

    9

    Credit

    Numeric

    11

    Eleven digits plus the decimal point and sign may be entered (e.g., 9.2-).

    10

    Accrual or Cash

    Option

    1

    See note below.

    Importing from a third party.

    Notes:
    • To successfully import negative numbers, the sign must immediately come before the number (e.g., -100.00).
    • The Accrual or Cash option field is required if the Accounting Method is set to Both. If the Accounting Method is not set to Both, this field may be left blank and the default value (either 1 for Accrual method or 2 for Cash method) will be used.
  • 0 in reply to Rhonda V

    They columns follow the order above.  The 22 is the journal number which our Journal Setup for 22 is Recurring Entries.  The 20 is that it's the 20th journal entry in the month of April 04. (Ref 1 and Ref 2 is the  20 & 04)  We are debiting $500 and crediting the $350 and the $150. 

    Another idea is to Setup Recurring Entries under Setup - Automated Entries - Recurring Entries and once you enter your payroll amounts you use Tasks - Post Automated Entires to post them to GL.  The entries will stay in the Setup and can just be modified there as needed.

    We've done both methods.  Either way works. 

  • 0 in reply to Rhonda V

    Thanks - Will the recurring entry method work if we have other recuring entries set up or do have to zero them out at each recurring entry posting when I enter the updated payroll amounts each week?

  • 0 in reply to AyersDe
    SUGGESTED

    You'd have to delete them unless you want to post them with your payroll.  We don't really like the recurring entry method and this is why. 

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