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KIC

GL Import File

Posted By

Good morning,

We have our office on a payroll service outside of Sage.  We worked with them to set up the weekly GL entries for us so we could import them rather than fat finger them in.  I've only imported files into Job Cost so I was curious if anyone has a template or example of a GL Transactions import. 

Thank you!

  • 0

    I'm not sure why you would not import the entries into JC so that labor can hit the different jobs, too.  However, if that's not your intent:  Inside GL - Help - Help Topics using the Index Tab under "Import Transactions" - see File Example and see Record Format

    You can setup these entries in Excel,  

    GLT 6135 02/28/23 22 01 02 ACCRUE 1/12 YEAR END TAXES 2285.80
    GLT 2390 02/28/23 22 01 02 ACCRUE 1/12 YEAR END TAXES 2285.80
    GLT 2210 02/28/23 22 03 02 SETUP/REVERSE COST OF SALES 5916.88
    GLT 5044 02/28/23 22 03 02 SETUP/REVERSE COST OF SALES 16290.29
    GLT 6026 02/28/23 22 03 02 SETUP/REVERSE COST OF SALES 695.91
    GLT 2210 02/28/23 22 03 02 SETUP/REVERSE COST OF SALES 16986.20
    GLT 5044 02/28/23 22 03 02 SETUP/REVERSE COST OF SALES 5474.21
    GLT 6026 02/28/23 22 03 02 SETUP/REVERSE COST OF SALES 442.67
    GLT 6035 02/28/23 22 04 02 EXPENSE 1/12 COMMERCIAL INSURA 4716.96
    GLT 1320 02/28/23 22 04 02 EXPENSE 1/12 COMMERCIAL INSURA 4716.96
    GLT 6051 02/28/23 22 05 02 ACCRUE SECTION 179 DEPR.EXPENS 4000.00
    GLT 1651 02/28/23 22 05 02 ACCRUE SECTION 179 DEPR.EXPENS 4000.00
    GLT 6199 02/28/23 22 06 02 ACCRUE 1/12 THIS YRS VACA. PAY 1196.67
    GLT 2399 02/28/23 22 06 02 ACCRUE 1/12 THIS YRS VACA. PAY 1196.67
    GLT 2399 02/28/23 22 07 02 REDUCE ACCR VACA BY ACTUAL PD 464.00
    GLT 6199 02/28/23 22 07 02 REDUCE ACCR VACA BY ACTUAL PD 464.00
    GLT 6120 02/28/23 22 10 02 EXPENSE 1/12 2023 PREPAID ADS 942.51
    GLT 1350 02/28/23 22 10 02 EXPENSE 1/12 2023 PREPAID ADS 942.51
    GLT 6037 02/28/23 22 11 02 ADJ MONTHLY WC TO ACTUAL PREMI 3.43
    GLT 1320 02/28/23 22 11 02 ADJ MONTHLY WC TO ACTUAL PREMI 3.40
    GLT 5037 02/28/23 22 11 02 ADJ MONTHLY WC TO ACTUAL PREMI 0.03
    GLT 5024 02/28/23 22 12 02 ADJ ACCRUED FICA & MEDI FOR MO 0.07
    GLT 2310 02/28/23 22 12 02 ADJ ACCRUED FICA & MEDI FOR MO 0.07
    GLT 5036 02/28/23 22 14 02 RCRD GEN.LIAB.INS.ON SALES 3032.58
    GLT 1320 02/28/23 22 14 02 RCRD GEN LIAB INS ON SALES 3032.58
    GLT 5015 02/28/23 22 17 02 SET UP MO USE TAX LIABILITY 9.03
    GLT 2360 02/28/23 22 17 02 SET UP MO USE TAX LIABILITY 9.03
    GLT 5011 02/28/23 22 19 02 REVERSE LAST MONTH'S A/P ACCRU 222.95
    GLT 2010 02/28/23 22 19 02 REVERSE LAST MONTH'S A/P ACCRU 222.95
    GLT 2010 02/28/23 22 20 02 ACCRUE THIS MONTH'S A/P 492.95
    GLT 5011 02/28/23 22 20 02 ACCRUE THIS MONTH'S A/P 492.95
    GLT 1400 02/28/23 22 21 02 ADJ INVENTORY MONTH END BALANC 0.29
    GLT 5010 02/28/23 22 21 02 ADJ INVENTORY MONTH END BALANC 0.29
    GLT 6155 02/28/23 22 24 02 EXP. 1/12 PREPD ALARM 102.31
    GLT 1340 02/28/23 22 24 02 EXP. 1/12 PREPD E360 & ALARM 102.31

    then save as a CSV(MS DOS) and you can import the CSV file with the Tool - Import Transactions.

  • 0 in reply to Rhonda V

    Hi Rhonda,

    Maybe you can help!  We have something similar going on but a little different.  We did end up figuring out the setup for the GL import and did that first then the JC import and did that after.  Sounds like it was done backwards and we could have done all in the JC import.  This is where we are now...

    We use a 3rd party company for our payroll... timesheets are submitted, payroll processed, payments made to employees and taxes are all done through this company. We are not trying to have it reflect on our books. We imported a GL text file, then were told we needed to import a Direct Cost file to reflect on our Job Cost reports. We did end up figuring out the header and got the import to go through. Now we have another problem. The original DC file imported only had the debit amount reflected so it posted to JC but not to GL since the credit/debit aren't balanced.　When I looked into further, I noticed the entries trying we were trying to post to GL already existed from the GL import we already did.　So now those entries really shouldn't be posted and need to be removed from the "new" entries folder.　 In addition, the GL import included crediting cash for the direct deposits and tax payments but we need that to also reflect in cash management so the bank statement can be reconciled.　Hot mess express over here since moving our payroll from in-house to outsourcing.　Any help you might have it greatly appreciated!

  • 0

    Hi KIC,

    You can get the GL Improt layout by going to General Ledger Help, Help Topics, Index tab, and entering "Import"

    Under "Import Transactions," select "Record Format" to see how to set up your import file. "File Example" shows a sample line of text for importing.

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