Importing Accounting Lines

Note: For information about import templates for accounting lines, see Data Import Templates.

To import accounting lines, proceed as follows:

1.     Click the  button, then browse for the intended Excel input file. The file must have an extension of .csv. The format of the file must be: Chart, Account Number, Sub-Account, Object, Sub-Object, Project, Org Ref Id, Amount, Purchase Order, Requisition Number, Origin, Document Type, Posted Date.

2.     Click the  button next to the browse button to add these accounting lines, or click cancel import to exit this process without adding the accounting lines.

Accounting Lines tab definitions:

Title

Description

(Sequence Id)

Display-only. At the far left of the first accounting row, the add: title indicates where to enter new accounting lines. Below the add title, a payment sequence number is displayed for each accounting row that has been added to the document.

Chart

Required. Enter the chart code for the account that funded the asset or is the owner of the asset. Either select the code from the list or search for it from the Chart lookup Description: searchicon.

Account Number

Required. Enter the account number that paid for or owns the asset or search for the number from the Account lookup Description: searchicon. The account number identifies the accounts that contributed to the purchase of the asset.

Sub-Account

Optional. Enter a sub-account number or search for it from the Sub Account lookup Description: searchicon.

Object

Required. Enter the object code or search for it from the Object lookup Description: searchicon.

Sub-Object

Optional. Enter sub-object code or search for it from the Sub Object lookup Description: searchicon.

Project

Optional. Enter the project code or search for it from the Project lookup Description: searchicon.

Org Ref Id

Optional. Enter a reference identification number assigned by Organization.

Amount

Required. Enter the amount of the payment.

PO. #

Optional. Enter the purchase order number for this asset.

Req. #

Optional. Enter the requisition number used to order the equipment.

Origin

Optional. Enter the code that indicates the source systems of the payment transaction. '01' indicates KFS. The user may also search for this value from the Origin lookup Description: searchicon.

Doc. Number

Required for capital assets. Enter the transactional document number that generated the capital expense.

Doc Type

Required for capital gifts, found, transfers, and state excess. The type code is pre-set to 'MPAY' for Manual Payment. The user may search for the type code from the Document Type lookup Description: searchicon.

Posted Date

Required. Enter the date the capitalization transaction hit the General Ledger or select the date from the calendar.

Fiscal Year

 

Display-only. This is the fiscal year during which the payment was posted to the General Ledger. The fiscal year is set based on the posting date.

Fiscal Period

 

Display-only. This is the fiscal period during which the payment was posted to the General Ledger. The fiscal year is set based on the positing date.

Actions

For the new accounting lines row, the action available is add. Clicking this button attaches the entered accounting line as a part of the document. After the line shows as a part of the document, the actions available are bal inquiry, which allows the user to select and view balance inquiry reports, and delete. Clicking this button will remove this accounting line from the document.

More:

Process Overview