Import General Ledger Journal Entries

Import General Ledger Journal Entries

FIMS allows you to import General Ledger Journal entries from a spreadsheet into FIMS.

Can journal entries be imported?

Note: The file must be in comma-separated format (*.csv) to import.

Note: Make sure that any negative amounts on your spreadsheet are preceded by a negative sign. Do not use parenthesis or red text to indicate negative values.

Warning: This process creates unposted General Ledger Journal entries. You must use the FIMS General Ledger module to run an edit and post the entries. See Processing Journal Entries for more information. 

1. In the General Ledger module, select File Maintenance > GL Journal Import.

G/L Journal Import Window
2. In the Import File field, enter the path and file name of the spreadsheet that contains the data you want to import.

Note: IMPORTANT: The spreadsheet must be in .csv (comma-delimited) format.

3. (Optional) To limit the number of rows to import, enter the range of row numbers in the Import Row From / Through fields. The default values for these fields are 1 though 99999, which imports all rows.

4. (Optional) You may need to use the Misc Info field as the Fund Key Field instead of Fund ID.  If this is the case, click Fund Key Field and select Misc Info (instead of the default Fund ID.)  When Misc Info is selected as the Fund Key Field, the export creates output from historic data and link them to the new Funds in FIMS.  In such case, the Fund ID value from the Misc Info field on the Fund 2 tab will be used to create the journal entries for posting.

5. In the remaining fields, click the arrow in the drop-down box and do one of the following:

• If you did not include the information in the spreadsheet itself, and you want to apply the same information to all entries in the spreadsheet, choose Select. An entry field opens to the right of the drop-down box, where you can enter the information that you want to apply to the entries (for example, if all of the entries will have the same Debit Account, choose Select, and then enter the appropriate Debit Account key).
• If you included the information associated with the field in your spreadsheet, choose the column letter associated with the information (for example, if you included the Debit Account number on your spreadsheet, select the letter of the spreadsheet column that contains the Debit Accountinformation).

Tip: Recommendation: Use a Journal Key Code of IE (Imported Entry) for your imported entries, to differentiate them from other types of entries. If you do not already have this code in your Journal Key Code Table, you will have to add it – otherwise you will receive an error on the GL Edit report.

6. (Optional) To save your import settings to use in a later import, click Defaults and save your settings. See Saving Report Settings for more information about saving your settings.

7. Click Import, and then Run Report in the window that opens. The G/L Journal Import report opens in the FIMS Viewer.

Note: This report works like other FIMS Edit reports and must be error-free before FIMS will allow you to create the journal entries.

8. Review the report, and then click Create GL Journal Entries on the FIMS Viewer menu bar. A confirmation message appears to tell you how many entries were created.

9. Click OK in the message window.

10. Open the General Ledger module to view the new entries.
11. Verify that the entries are correct, and then run an Edit report and post the entries. Refer to Processing Journal Entries for more information.