Importing JE Batches (.txt format)

If your agency does not use the WinTen² Payroll program, or you use a 3rd party vendor for your payroll, you are able to import the payroll data file into General Ledger as a JE batch.

Importing a JE batch involves 2 main steps where you work with 2 wizards:

ü Configure the import file: File Format Import Wizard.
ü Import payroll data file as JE batch: Import General Ledger Batch Wizard.

Configure the Import Text (.txt) File

Once you have created the payroll data file(s), you need to map the data fields from your payroll data file to the data structure in General Ledger. This is a one-time task since once you have configured the payroll data file, the program stores the configuration and uses that configuration each time you import the JE batch file in the future.

1. From the Main Menu screen, click JEs. The Browse Batches screen appears with all open batches displayed in a table.
2. Click on the toolbar and select “Import GL Batch” from the menu that appears. The Import General Ledger Batch Wizard is initiated.

Note: You must have the your import file in the following format before mapping your fields to Tenmast data:

Data Fields Description
Display Account Display Account
Description Line Description
JE Date

Journal Voucher Date
Debit Amount Debit Amount
Credit Amount Credit Amount

 

3. Click . The Data Import Wizard is initiated.

Select File to Import

4. Select the Text (.txt) as the file format. At this time, you can only import your payroll data in Text (.txt) and Excel (.xls) file formats. For more information on configuring an Excel payroll data file, please see Importing JE Batches (.xls format).
5. Click NEXT to continue.
6. Select the location of the payroll data file (where it is saved in your system) by clicking the Browse button to the right of the import from file field.

Note: There is no need to change the file origin.

Specify Text File Settings

7. Click NEXT. If you selected a text file format, specify the appropriate text settings: delimited or fixed width, the field delimiter, record separator, and text qualifier. (The default selections are the most common choices).
8. Click NEXT to continue.

Set Up Data Formats

9. Identify the first row on which the actual payroll data appears in the file and enter that row number in the first row field (this is usually “2”).
10. If your payroll data file contains a footer, identify the last row on which payroll data appears in the file and enter that row in the last row field.
11. If your file contains a header row (the row that contains the field names), enter that row number in the row with field names field (this is usually “1”).
12. In order to insure that General Ledger can read your effective date field correctly, select the date order in which that date appears in your payroll data file, and check the four digit years checkbox. Also, If the month and day format of the effective date in the payroll data file uses leading zeros (e.g., the month of January is represented as “01”), check the leading zeros in dates checkbox.
13. Specify the date and time delimiter, decimal symbol, thousand separator, currency symbol, and logical values.
14. Click NEXT.

Define Column Widths

15. Displayed on the screen is your payroll data file data with the field breaks, or columns, that the program has automatically made. To change any field breaks, follow the directions listed on the screen.
16. Click NEXT. Displayed on the next screen is your payroll data file with field names in the header row that General Ledger has added.

Map Field Names to Headers

17. Review each field name in the header row. If you need to change the name of a particular field to match the data in the field, click on the down arrow next to the field name and a drop-down menu will appear with the required General Ledger field names. Select the appropriate field name by clicking on it. Repeat this process for each field name that needs to be changed.
18. When the mapping is completed, click NEXT to map the fields of your payroll data file to General Ledger data. The data fields from your payroll data file are referred to as the “Source,” and the General Ledger data fields are referred to as the “Destination.”

Map Data Fields

19. For each Destination field, click on the adjacent Source field and a drop-down arrow will appear. Click on the down arrow to see a menu of fields from your payroll data file and select the field from your payroll data file that corresponds to the Destination field you are working on. Repeat this process for each Destination field and then click NEXT.
20. A data preview screen displays a table of your payroll data as it will appear when imported by General Ledger. Review this table carefully (scroll across to see all data fields) and confirm that the field names correspond correctly to the data in each column (i.e., the data mapping is correct.)
21. Click NEXT. The last step of the wizard confirms the import (this screen is view-only and cannot be changed). Click OK to complete the import configuration process and store your import configuration for future use.

Import Payroll Data File (JE Batch)

22. From the Main Menu screen, click JEs. The Browse Batches screen appears with all open batches displayed in a table.
23. Click on the toolbar and select “Import GL Batch” from the menu that appears. The Import General Ledger Batch Wizard is initiated.

Enter Batch Details

24. Click to select the location of the configured payroll data file (where it is saved in your system).
25. Choose the journal code for the JE batch.

Hint: You can set up a default journal code selection when importing JE batches using a policy with the description “Default Journal Code Setup.”

26. Enter the reference number from any source document for this JE, such as receipts or invoices that provide the original evidence of the transaction.
27. Select the originating fund and then enter any optional notes.
28. Check the accept all journal vouchers in this batch and post to financials checkbox if you wish to accept this batch immediately, instead of accepting it later. (This field is available only if the JEs are in balance.)
29. Enter any notes about the batch and then click START to continue. The second step in the wizard appears displaying all debits and credits in a table.

Add or Edit Import Data (if necessary)

30. Check the total fields at the bottom of the table to see if the JE is in balance.

Note: This table has pivot grid capabilities, for more information on how to work with pivot grids, please see Trial Balance Pivot Fund Report.

31. If the debits and credits within the JE do not balance or are incorrect, you can click to edit entries or click to add an entry.

Hint: To view only data with errors in the table, check the Show Only Error Records checkbox. Records with errors will be highlighted in red in the table.

32. Click to save your changes.
33. Click NEXT to continue.

Caution! If you exit the wizard before finishing, ALL your changes will be lost!

Review and Confirm

34. Review and confirm the information you have set up and click BACK to return to prior steps for any needed revisions.
35. Click FINISH to import the JE batch.

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