Journal Import Feature

I. Set Up

Data Plus can import transactions based on the format specified in the following table without any additional programming. These transactions will be converted into a batch of journal entries for the user to edit and post.

Column Letter	FIELD	Cell Format	NOTES
A	Account Number	Text	Left Justified
B	Amount	Numeric	Right Justified. Amount with decimal and sign. Ex: -9999999999.99
C	Reference	General	Any user or PMS reference code.
D	Description	General	Transaction Description (NO COMMAS)
E	Date	Date	Transaction Date Format bases on standard format of dates. Largest % of Installations use MM/DD/YY
F	Post Month	General	Calendar Month of Posting
G	Post Year	General	Calendar Year of Posting
H	Journal Code	General	User Defined Code
I	User ID	General	User ID
J	Units	General	Units or Statistical counts
K	Property ID	General	Multi-property installations only
L	Auto Reverse	General	“Y” or “Yes” sets auto reverse function. Any other entry does not.
M	Comments	General	Comments or an additional line description

· This information must be in this exact format. It is acceptable to leave the fields off at the end of the import file. That is, Units, Property ID, Auto Reverse, and Comments columns can be left blank. However if a value is not passed in the middle of the file (Ex: ‘Reference’) this will cause the import to shift the remaining values.

For example, if you choose to leave out the fields Units, Property ID, and Auto Reverse you can still enter in the Comment field (column M). You would simply leave columns J, K, and L blank and enter the comments in column M.

· Unverified fields are not checked against any existing list or table. Verified fields are checked and will cause the “journal import process” to fail if unacceptable. Account numbers must be in the Data Plus Chart of Accounts.

It is recommended that you use Excel to create the spreadsheet. If you are having trouble creating a blank template please call Data Plus Technical Support to receive an e-mail sample.

Account # 6306185000

Amount 100.00

Reference je

Description Room Service

Date 03/15/02

Post Month 03

Post Year 02

Journal Code GNL

User ID mjc

Units 5 Statistical data (Optional field)

Property ID 28 For Multi-property databases only. Matches the Data Plus

Property Code.

Auto Reverse Y Sets the entry to auto reverse. (Optional field)

Comments Minibar

II. Running The Import

In General Ledger go to ‘Journal Import’. You will see a screen like the one below:

Enter in the “Transfer Path” where the file is located. Enter in the “File Name” and “File Extension.” The system automatically assigns a “Batch ID.” You will need to enter the “Property ID” only for Multi Property databases. For a Single Property database the “Property ID” field is not accessable. The “Post Month/Year” defaults to your current accounting post month for G/L, but it is editable. If any of the transactions in the import file have a different Post Month/Year, the transaction will still be processed using the Post Month/Year entered here, but a warning message will appear in the error log. Press <F2> to continue.

The screen will ‘flash’ various messages, “Preparing Import File,” “Importing Transactions,” etc. If you encounter any error messages, please double check your .csv file, once the format has been verified, try running the import again. If there are still problems, write down the exact error message and call Data Plus Technical Support.

The system creates a batch that is editable using the "Journal Entry Data Entry" or "Rapid Edit" functions. The batch will remain "open" until the user runs the "Journal Entry Post" function.