Purpose
This procedure is used to upload and update General Journals from a file created outside of the system. For additional details on creating upload files, see the note HERE.
You can use this function for a number of purposes as you see fit, but here’s some common applications we’re aware of clients doing:
- Payroll up-takes – based on files exported from external Payroll systems with the dissections of payroll details for upload to the GL
- Freight – a branch or geograhical split of freight expenses as provided by your freight suppliers
- Cost Allocation – the upload of manually create journals from a spread-sheet template for the allocation of costs across a branch/division range
Step 1 – Upload Details
Journal Type
Select whether you wish to upload this year or last year journals. This is an important decision as last year journals will need to be dealt with using the “Last Year Processing” functions and they will most likely affect opening balances to current year accounts or cause a “Profit/Loss” clearing account posting.
Upload File
Select the spread sheet file you wish to upload, by clicking Browse. This assumes you have access to the file with the journal postings from the browser you are currently using.
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Step 2 – Review Details
The details of the spread sheet are displayed. If there are errors in the spread sheet data, the rows with errors are highlighted.
If there are no errors, click Submit to submit all the details and create the journals.
If there are errors, click Cancel, correct the spread sheet and load it again.
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Spread sheet format
The spread sheet must be in a csv format.
The first row of the spread sheet must be a heading row – it does not matter what the headings are, as long as they are meaningful to you e.g. you could have ‘Journal’, ‘Journal Code’ or ‘Jnl ID’.
The columns required are:
| Column | Name | Additional Details |
| A | Journal Number | During the upload, the journal number here will be prefixed with ‘GJmo-‘ (where ‘mo’ is the current fiscal month) or ‘GJ13-‘ (in the case of last year journals), so you do not need to enter the prefix here. This column is mandatory and cannot be left blank. You can enter ‘N’ to have the next journal number assigned by the system, however if you do this then there must be only 1 journal represented on the spread sheet. |
| B | Journal Date | dd/mm/yy format. Is mandatory and must not be after the current system date. |
| C | Explanation | |
| D | Applies To | mmyy format. This must be a valid mm/yy in the current range. Note: Where a month has a leading zero (01-09), the 0 must be included e.g. 0814. Set the column format to ‘text’ to keep the leading zero. |
| E | Account Number | Must be a valid GL account on the Chart of Account Master file. This column cannot be left blank. |
| F | Branch Code | Must be a valid branch on the Branch Master file. This column cannot be left blank. |
| G | Division Code | Must be a valid division on the Division Master file. This column cannot be left blank. |
| H | Debit Amount | Must be a numeric value. Either Debit OR Credit amount must be entered. |
| I | Credit Amount | Must be a numeric value. Either Debit OR Credit amount must be entered. |
| J | Description | |
| K | Journal Entry Type | Must be a valid Journal Entry Type : null – as in blank/empty (for normal journal entry), ‘A’ (accrual journal entry) or ‘S’ (standing journal entry). Note: Only normal entry journals are valid for last year journals. |
Updating
Once you click submit, the rows on the spread sheet are validated.
If no invalid data is detected, the details are updated to the Journal file.
You need to run the Print and Post function to post the journal to the General Ledger.
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