TOOLBOX FUNCTION: Import G/L Budget Entries

Transcription

1 TOOLBOX FUNCTION: Document Ref: TBO-005 Date: Jun , rev. 05/02/05, 07/05/07, 01/22/14 Document Version: 0.4 Modules Affected: Earliest available version of COINS: Documentation Updated: General Ledger Version 7 (8.7c2.14, 9.7c2.14 and greater) An archive of Toolbox documents is available on the COINS USA Client Center web site at Construction Industry Solutions Corp 6 Airport Park Blvd. Latham, NY Construction Industry Solutions Corp

2 CONTENTS 1 Background Preparing the Budget Information Save Budget Entries as Text Place Exported File on COINS Server Import G/L Entries Sample Reports Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14

3 1 Background Some clients use applications such as Microsoft Excel to develop their annual General Ledger budgets. COINS was asked to develop a mechanism for importing the spreadsheet data into the G/L Budget Entries File to reduce data entry redundancy and increase accuracy. This document describes the Toolbox application that COINS created in response to this request. Depending on how the Number of Fiscal Periods field is set up in G/L Tailoring, this function divides your fiscal year into either 12 or 13 periods. IMPORTANT! This Toolbox program changes important information in your COINS database. You must have a current, verified backup before running the program. Contact COINS Support immediately if you suspect that this Toolbox program has not finished. 2 Preparing the Budget Information This Toolbox program imports budget entries from a text file into the COINS G/L Budget Entry File. After you have finalized the budget information in Microsoft Excel or other spreadsheet application, you must save selected spreadsheet columns as text (see Table 1: Import File Layout) and place the text file on the COINS server. Note You may want to print the spreadsheet so you can verify the budget entries that will be created in COINS. 2.1 Save Budget Entries as Text When you have finished preparing the budget entries, save a text version of the spreadsheet in CSV (comma separated value) format. The file should contain only the data elements specified in Table 1: Import File Layout. The data elements must appear in the file in the order in which they are listed in Table 1.. Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14 Page 3 of 11

4 Table 1: Import File Layout Seq # Field Description Maximum Size Data Format 1 Company 3 digits Division 3 digits Profit center 3 digits Account 7 digits Fiscal Period (FP) 1 Budget Amount 9 digits FP 2 Budget Amount 9 digits FP 3 Budget Amount 9 digits FP 4 Budget Amount 9 digits FP 5 Budget Amount 9 digits FP 6 Budget Amount 9 digits FP 7 Budget Amount 9 digits FP 8 Budget Amount 9 digits FP 9 Budget Amount 9 digits FP 10 Budget Amount 9 digits FP 11 Budget Amount 9 digits FP 12 Budget Amount 9 digits FP 13 Budget Amount 9 digits Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14 Page 4 of 11

5 The numbers on the Excel spreadsheet should not have comma separators (for example, line 6 in Figure 1 below shows , etc., NOT 40,000 40,000 40,000, etc.). Commas must separate the values in the CSV file (for example, the.csv file in Notepad below shows 1,1,0,1010,40000,40000,40000, etc., NOT 1,1,0,1010, 40,000, 40,000, 40,000, etc.). This is easily accomplished by saving the file in CSV (comma separated value) format, a Save As option in most spreadsheet applications. If the file includes header rows, remember the number of rows used. The example shown in Figure 1: Excel spreadsheet saved as CSV saved as CSV has two header rows - one contains column headings and the other is blank. Figure 1: Excel spreadsheet saved as CSV Viewing.csv file in Notepad When you save the export file, note the file name and extension (in this case, Bud2002- A.csv) and where you saved it. 2.2 Place Exported File on COINS Server Place the file on the COINS server using your preferred method of FTP, such as Multiview 2000 FTP or WS_FTP Pro. If you do not place it directly in the COINS directory, you will need to record the complete path for the next step, importing the file into COINS. Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14 Page 5 of 11

6 3 Import G/L Entries Once the file is on the COINS server, use the Toolbox program to import the data into COINS. This function creates new budget entries; it does not change or update existing ones. To import G/L entries: 1. Sign on to COINS. 2. Select General Ledger from the COINS Master Menu. 3. Select Report Menu from the G/L module menu. (You may run Toolbox programs from any module s Report Menu, but running this Toolbox within G/L may be more convenient for you.) 4. Select User-defined Reports from the Report Menu. 5. Enter tbo005.p (the program name for the G/L budget entry import program) at the Enter Report Name prompt as shown in Figure 2: User-defined Reports screen. Figure 2: User-defined Reports screen 05/02/05 C O I N S d6-9.7 INTCO/DV General Ledger Report Menu - General 1. AP Invoice Sales and Use Tax 9. Trial Balance 2. Budget Worksheet 10. Trial Balance Worksheet 3. Chart of Accounts 11. Open Fiscal Period Report 4. General Ledger 96. User-defined Reports 5. Journals 97. Report Package 6. Posted Journal Entries 98. Monitor Requested Reports 7. Prior Year Balances Report 99. Generate Foreground Reports 8. Tax Report X. Exit User-defined Reports Enter Report Name* tbo005.p 6. Enter the authorized licensing code at the Enter Licensing Code prompt and press [Enter]. NOTE The licensing code is provided to you when you acquire the Import G/L Budget Entries program from COINS. It must be entered in upper and lower case characters, exactly as provided to you. Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14 Page 6 of 11

7 Figure 3: Licensing Code Enter Licensing Code: xxxx-xxxx-xxxx A warning screen appears when the licensing code is correctly entered, as shown in Figure 4. It reminds you that you need to back up the database before running the Toolbox program. Enter Y to continue. Figure 4: Warning Message 05/02/05 C O I N S d6-9.7 INTCO/DV General Ledger This program will import General Ledger budget entries. You must have a current, verified data backup before running it. Contact SHAKER Support immediately if you suspect that the program did not finish running. Do you wish to continue? Y 8. Complete the screen as shown in Figure 5: Import G/L Budget Entries and described on the following pages. Figure 5: 06/14/ INTCO/DIV Check or Import (C/I): C Budget ID: BUD2002A Fiscal Date: 12/30/02 Import File Name: Bud2002-A.csv Number of header lines to skip in the import file: 2 Use actuals (Y/N): Y Actual through Fiscal Date: 12/30/02 Printer* LJ6 Style* lc Number of Copies: 1 Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14 Page 7 of 11

8 Field Definitions Check or Import (C/I) Before importing any data into COINS, it is always advisable to check it. Enter C to check the data. The system verifies that the data is in the correct integer format. It also checks whether budget records already exist for the specified fiscal date and budget ID. It produces a report that shows the information that will be imported and tells how many errors the program encountered. When checking the import data, the system does not validate that the account numbers are on file. You should review the report for non-existent account numbers. If a report line is missing an account description, it may indicate that the G/L account is not valid. Enter I to import the records into the Budget Entry File. Only lines with valid data are imported. When budget records already exist for the specified fiscal date and budget ID, the system creates new entries only for accounts that do not already have a budget on file for that date and budget ID. Budget ID Enter the ID of the budget this information belongs to, according to your own budget naming convention. Fiscal Date Enter the end date of the last fiscal period of the budget year. This is how COINS identifies the year to which the budget applies. Import File Name Specify the name of the file to be imported, exactly as you specified it when you saved the file. If the file is not in the COINS directory, you must enter the complete path to the file. The file name and path are case-sensitive. For example, Bud2002-A.csv is not the same as bud2002-a.csv. Number of header lines to skip in the import file Indicate the number of lines at the beginning of the file that should be disregarded by the import program. These lines may contain column headings or other information that COINS does not need. Use actuals (Y/N) Indicate whether the budget entries should include actual amounts for the account. Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14 Page 8 of 11

9 Actual through Fiscal Date If you answer Y to Use actuals, specify the ending date for the fiscal year to be used for the actual account amounts. Printer Style Number of Copies The Check and Import processes both produce a report detailing the budget entries in the imported file. Specify the printer, style, and number of copies to be used for printing this report. The report is somewhat wider than a typical COINS report, so use legal size paper or an extra compressed printer style. Sample reports appear on page 11. During the import process, the system: Creates budget entries in the Budget Entry File for the fiscal year and budget ID specified on the selection screen. Disregards entries for a fiscal date/budget ID that are already on file in the Budget Entry F/M. Applies each amount to the fiscal period specified in the spreadsheet. The G/L tailoring option for automatically creating monthly distributions does not apply to imported entries. Disregards entries that exceed the allowable account length. Disregards entries that do not have a valid company, division, center, and account. Once they have been created, the imported budget entries may be edited or deleted using the standard F/M options in the Budget Entry F/M, as shown in Figure 6 and Figure 7. Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14 Page 9 of 11

10 Figure 6: Change Budget Entry header screen 06/14/02 G/L - Budget Entry F/M 9.7 INTCO/DIV Change.2 Company* 1 SHAKER COMPUTER AND MANAGEMENT SERVICES Division* 1 Division 1 - Balance Sheet Profit Center* 0 Account Number* 1005 CASH IN BANK - GENERAL (ASSET) Year End Fiscal Date* 12/30/02 Budget ID* BUD2002A Year Ending: (+/- %) 12/30/02 Budget ID: BUD2002A Budgeted: 1,200,000 Actual: Variance: Variance %: Figure 7: Change Budget Entry monthly distribution 06/14/02 G/L - Budget Entry F/M 9.7INTCO/DIV Change.2 Company* 1 SHAKER COMPUTER AND MANAGEMENT SERVICES Division* 1 Division 1 - Balance Sheet Profit Center* 0 Account Number* 1005 CASH IN BANK - GENERAL (ASSET) Y B Annual Budget: 1,200,000 Fiscal Period Budget Amount Fiscal Period Budget Amount 1 1,000, , , , , , , , ,000 Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14 Page 10 of 11

11 4 Sample Reports Figure 8: Report with 12 Fiscal Periods RUN DATE 07/05/07 09:49:39 COINS GENERAL LEDGER MODULE PAGE 1 Harris Companies IMPORT G/L BUDGET ENTRIES REPORT FOR FISCAL DATE 12/31/04 FOR BUDGET NUMBER cml1 REPORT ONLY CO DIV CTR ACCT DESC ACCTS RECEIVABLE ACCTS REC - RETAINAGE UNDER BILLINGS CONTRACT Figure 9: Report with 13 Fiscal Periods RUN DATE 07/05/07 10:21:46 COINS GENERAL LEDGER MODULE PAGE 1 Harris Companies IMPORT G/L BUDGET ENTRIES REPORT FOR FISCAL DATE 03/31/05 FOR BUDGET NUMBER cml1 REPORT ONLY C0 DIV CTR ACCT DESC ACCTS RECEIVABLE ACCTS REC - RETAINAGE UNDER BILLINGS CONTRACT Construction Industry Solutions, Jun , rev. 05/02/05, 07/05/07, 01/22/14 Page 11 of 11