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Bulk Journal Entry Import

Bulk Journal Entry Import

Owned by Amanda Thomas
Last updated: Dec 19, 2018
4 min read



The Bulk Journal Entry Import process allows users to Import multiple journal entries into Aeros ERP.  The import allows users to import multiple divisions in one file.  You can utilize this import If you wanted to be able to extract your payroll journal entries from your Payroll solution and import into Aeros ERP to create new Journal Entries.  These entries are brought in as un-posted.





Pre-Requisites

  1. G/L Accounts

  2. Accounting Periods



Journal Entry Import Excel Template

  1. Download the Journal Entry Import Template Excel file: Journal Entry.xlsx

  2. Open the file in Microsoft Excel


    1. Column A: G/L Account # - Required - This must be a valid Aeros ERP G/L Account #

    2. Column B: Debit Amount - Required - This must be a positive numeric value. Either 0 or greater.

    3. Column C: Credit Amount - Required - This must be a positive numeric value. Either 0 or greater.

    4. Column D: Qty Debit - Optional - This must be a numeric value.

    5. Column E: Qty Credit - Optional - This must be a numeric value.

    6. Column F: Description - Optional - Text string.

  3. Save the file to your computer or network location and close Excel.


The header is not required to be entered, however, the format of the columns must remain unchanged.



Bulk Journal Entry Import

The Bulk Journal Entry Import form is accessible via the menu Ledger → Utilities.





Step-by-Step Guide



Import Selection

Once you select Bulk Journal Entry Import from Utilities under the Ledger Tab the following form will open:

  1. Accounting Period - Select the accounting period for the journal entries. 

  2. File Name - Select the Excel file to extract the journal entries from.  This will enter the full file path with excel file name and extension.

  3. Journal Entry Type - Select the Entry type (Manual or Accrual).





If the Excel file has multiple worksheets, an additional dialog will be shown to select a worksheet.



Main Form



New Button - Select a new file to import while in the Bulk Entry Import form.

Save Button - Save the current journal entries.

Close Button - Close the form.



The main form will show the header information, Accounting Period, File Name and Journal Entry Type. This header info is read-only.



The journal entries are grouped by division. If there are validation errors, the header row is highlighted in red.



The validation errors can be on the header row itself or on the detail rows. The validation errors are also highlighted in the detail rows.

Editing

On the header row, only the Description field is editable. On the detail rows, all the fields are editable.

Once the value for a field is edited, the validation errors will either go away or new ones will appear.



Both the header rows and detail rows can be deleted via the context menu.

Currently there is no way to insert header rows or detail rows.



Saving



Press the Save button to save the journal entries.  If there are validation errors, none of the journal entries will save.



When there are no validation errors, a prompt is shown to confirm the save.




Security

The bulk journal entry import shares the same permission as the existing journal entry.







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