Journal Entry Importing

Overview

This article details how to import journal entries using the Veracross Importer tool.

Enter the Data into the JE Import Template

  1. On the Import Processing homepage, select Invoke Importer and log in.
  2. Select New Data Import.
  3. Select Accounting: JE Import and download the Accounting: JE Import CSV template.
  4. Enter the JE data into the import template (see sample template and field definitions below).
  5. Save the CSV file to your computer and specify a file name that identifies the contents or purpose for the file.

Field Definitions

  • je_reference_number: Reference number that binds together a number of items that together constitute a balanced Journal Entry.
  • je_comment: Comment/Description that applies globally to all items associated with the same je_reference_number.
  • journal_source: Options are, Payroll accrual/expenses, manual journal entries, Fixed assets, or Inter-fund transfers. Find more options within a Journal Entry.
  • je_date: Date of the Journal Entry.  All items with the same je_reference_number must have the same date.
  • gl_number: GL Account to which a JE line item is posted.
  • gl_account_name: Name associated with the gl_number (optional)
  • description: Description associated with the specific line item of the Journal Entry (optional)
  • debit_amount: Debit Amount (must be 0 or positive value)
  • credit_amount: Credit Amount (must be 0 or positive value)

Load the JE Import Template into the Database

  1. On the Import Processing homepage, select Invoke Importer and log in.
  2. Select New Data Import.
  3. Select Accounting: JE Import.
  4. Select the Choose File option, and locate and select the template file saved in the process documented above.
  5. Click Import button to load the template data into the Veracross database.

Validate the Journal Entry Data

After the raw data has been loaded into Veracross, it must be validated to ensure that all required information was provided in conformity with Veracross standards.

  1. In the GL Importers section on the Import Processing Homepage, and review the Unprocessed JE Items and Invalid JE Items queries.
  2. If any of the Journal Entries do not have a processing status of Validated, they will need to be fixed and a JE Import Validation will need to be run:
  3. In the GL Importers section, click the JE Import Processing link.
  4. Specify the JE Reference Number used in your CSV File and choose JE Import Option- JE Line Item Validation – to validate the information on all imported JE Line Items.
  5. Click Add Journal Entry Batch Import.
  6. Review the reports on the Import Processing Homepage to see if they are ready to import

Create the Journal Entry

Based on the JE Reference Number from the imported CSV file, this process will create the Journal Entry header record with the detail of each validated line item.

  1. In the GL Importers section, click the JE Import Processing link.
  2. Specify the JE Reference Number used in your CSV File and choose JE Import Option- Upload Journal Entries – to create the unposted Journal Entries.
  3. Specify the Journal Source.
  4. Click Add Journal Entry Batch Import.
  5. In the JE Import Validation report, the processing status will change to Imported. 

View the uploaded Journal Entries in your Unposted JE Header Listing report, on the General Ledger homepage in the Reports section.