SYSPRO Ribbon bar > Imports > Financial > GL Entries Import

GL Entries Import

You use this program to import ledger entries created using third party application software.

Toolbar

Field Description
Import Validates the contents of the import file and imports records according to your selection at the Import only if all rows are valid option.
Save Form Values This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the program is run in automated mode.

Form values and defaults are applied at operator level. They are not saved at role or group level.

Options

Data source

Field Description
Import method  
From file Select this to import data from a file.
Use data grid Select this to enter the import data directly into the grid of the Details pane

You can paste the contents of an Excel spreadsheet into the grid. A blank line is created as the first line in the grid because by default, focus is set on the first editable line for all import program grids.
File location  
Server Indicates the import file resides on the server.
Client Indicates the import file resides on the client.
File name Indicate the name of the import file (include the full path).
Review file This loads the contents of the import file into the Details pane, which lets you validate the lines on the grid prior to importing the file. The Import button is enabled only when all lines are valid.
[Note]

The import file is deleted if you enable the Delete file after use option.

Options

Field Description
Year The ledger year to which you want to post the imported entries.
Period The ledger period to which you want to post the imported entries. The period cannot be closed.
Source code (Mandatory) Indicates the source code of the entries you want to import and is used when building the Notation field for the journal. This cannot be any of the standard source codes (i.e. JE, IC, PV, RV, YR, PE, AU, WP, AP, AR, IN, GR, SA, AS, PA, HM).
Type code (Mandatory) Indicates the type code of the entries you want to import and is used when building the Notation field for the journal.
Group description This enables you to assign a description to the entry you are importing.
Post journal Creates the journal and posts it to the General Ledger immediately after import.

This function is disabled when Authorization of journals before posting is enabled (General Ledger Setup).
Enter reference, date and comment Select this to assign a single reference, date and comment for all the entries created from the import file. Otherwise the information from the import file is used.

After processing completed

Field Description
Print the Details Generate a report of the contents of the Details entry grid.
Email the Details Generate an email of the contents of the Details entry grid.
Print the Import Results Generate a report of the contents of the Import Results pane.
Email the Import Results Generate an email of the contents of the Import Results pane.
Email recipients Indicate the email addresses of recipients to whom you want to email the information displayed in the output panes.
Delete file after use Indicate whether you want to delete the import file after all records are successfully imported.
[Note]

The file is also deleted if you enable this option and select the Review file function.

In a client/server environment, both the import file on the server and the temporary import file created on the client are deleted.
Close the application Exits the program once processing is complete. Do not select this if you want to be able to view the information on screen when processing is complete or you want to print or email the contents of the Details and Import Results panes.

Details

Toolbar

Field Description
Validate This verifies whether there are any errors in the grid, without actually importing records.

Exclamation marks in the Validation status column indicates that one or more fields in the line are invalid. An explanatory error message is displayed when you hover your mouse pointer over the exclamation marks.
Print Prints the contents of the import file, or changes made in the grid.
Export to Excel Outputs data from the Details pane to an Excel spreadsheet.
Search text  
Clear Clears the contents in the search text field.
Edit  
Copy Copies the lines in the Details pane.
Paste (all columns) Ensure that you have data for all the columns that can appear in the data grid before selecting this option.

When you select to Paste (all columns) the date you are pasting must be in the format CCYYMMDD. Although no validation errors are displayed, the date is not converted into your SYSPRO date format.
Paste (visible columns only) Pastes data into the columns that currently appear in the data grid, in the sequence that they appear.

When you select to Paste (visible columns only) and the date you are pasting is not in CCYYMMDD format, you are prompted for the date format. The program correctly inserts it into the grid in the SYSPRO date format.

Duplicate Copies the current row to the end of the data grid.
Find and Replace  

Import Results

Displays a summary of the results of the validation/import.

This information can be printed or emailed providing you did not select to Close the application in the After processing completed section.

File layout for 7

Field Start position Field length and description
Header   ;SYSPRO IMPORT - Version=001 - GENP13

Mandatory entry of this comment on the first line of the import file to distinguish it from a SYSPRO 6.1 layout file. This comment is not case-sensitive.
Ledger code 1 35
Sign 36 1

An entry of '-' indicates a negative amount (a credit) and a space indicates a positive amount (a debit).

Amount 37 15

This cannot be zero.
Reference (optional) 52 30

Ignored if entered as part of the Options.
Date 82 6

Ignored if entered as part of the Options.

Comment (optional) 88 120

Ignored if entered as part of the Options.
Analysis code 1 (optional) 208 10
Analysis code 2 (optional) 218 10
Analysis code 3 (optional) 228 10
Analysis code 4 (optional) 238 10
Analysis code 5 (optional) 248 10
Analysis comment (optional) 258 120
From date (optional) 378 6
To date (optional) 384 6

File layout for 6.1

Field Start position Field length and description
Ledger code 1 15
Entry value 16 16

This cannot be zero. A negative sign (to indicate a credit) can be entered at the start or end of the field.
Reference 32 9

Ignored if entered as part of the Extra options.
Date 41 6

Ignored if entered as part of the Extra options.
Comment 47 60

Ignored if entered as part of the Extra options.

Analysis code 1 107 10
Analysis code 2 117 10
Analysis code 3 127 10
Analysis code 4 137 10
Analysis code 5 147 10
Analysis comment 157 60
From date 217 6
To date 223 6

Error messages

The error message Previous year's history is missing is displayed when any of the following errors are encountered:

  • The PostingYear is earlier than the current GL year and there is no history defined for the ledger code (GL Import Exchange Rates).

  • When processing a journal for the previous GL year and the ledger code has an account type of Expense or Revenue and there is no history defined for the Retained Earnings ledger code.

  • The PostingYear is equal to the current GL year and there is no history defined for the ledger code.

When creating GL journals from sub-ledger journals for General Ledger integration, a message is shown against the Job Logging Details for this program (Setup | Job Logging | Zoom) when any of the following conditions exist against the GL journal:

  • The ledger code does not exist.

  • The ledger code is on hold.

  • The ledger code is blank.

  • The ledger code has an account type of statistical.

  • The journal entries do not balance.

  • Posting of the journal failed.

  • The journal is for the previous GL year and the ledger code has an account type of expense or revenue but there is no history defined for the retained earnings ledger code.

  • The PostingYear is earlier than the current GL year and there is no history defined for the ledger code.

  • The PostingYear is equal to the current GL year and there is no history defined for the ledger code.

Notes and warnings

Restrictions and limits

  • The import file must contain at least one entry.

  • Ledger codes must be on file and not on hold.

    If you are using structured ledger codes and the account does not exist, then it is created automatically (provided it is part of a valid structure and you have access to the account).

  • The import file cannot contain a combination of normal and statistical account entries. These must be processed using separate import files.

  • The entry value cannot be zero or exceed the maximum integer size specified within the company setup options.

  • If GL Analysis is required for a ledger code (General Ledger Codes) then you must enter at least one analysis code to which the value can be distributed.

  • Total debits and credits must balance (an out-of-balance journal is allowed if importing and posting statistical ledger codes).

Duplicate journals

  • If the same import file is imported more than once, duplicate journals will be created. We recommend you enable the Delete file after use option if there is a chance of this happening in your organization.

Date entry considerations

  • All dates in the import file and Excel spreadsheet are entered in the CCYYMMDD format, regardless of your SYSPRO date setting. The dates will be displayed in the grid in the SYSPRO date format.

  • Dates are validated during an import if the option: Enter reference, date and comment to use is enabled and during a validation if an entry is made at the field.

Password considerations

  • For security purposes, ensure that the option requiring passwords against individual ledger codes is enabled (General Ledger Setup) and that passwords have been configured (General Ledger Codes).

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity Description
Listview/Forms - Export or print data Controls whether an operator can print the contents of a listview and/or output the contents of a listview to an HTML page, XML document or Excel spreadsheet.
Maintain data in import programs Controls whether an operator can maintain import data in a data grid within any SYSPRO import program before the import is performed.
Allowed to import from client Controls whether an operator can use a SYSPRO import program to import data from a client machine (in a client/server environment).
File Browse on server (C/S system) Controls whether an operator use the browse function to load the Browse on Files and Folders program to locate files on the server in a client/server environment. Operators can still navigate to a file or folder on the server by typing in the full path name in the entry field.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.