Importing Account Opening Balances

The below process highlights how to import an AP Bill from the template. The template used to import AP Bills is available on the Dashboard Parish Process Documentation.

This is a multi-part process. Please follow all parts to fully complete the import process of GL account opening balances.

Steps

Part 1: Download the GL Account opening balances import template

The import template used for GL Account Opening Balances is the same as the one used for GL Journal Entries. A separate Excel file is provided to customize formulas, lookup lists, and conditional formatting specific to each use case.

Click the Applications drop-down menu
Click Dashboards
Click Parish Process Documentation

Figure 1 - Dashboard: Parish Process Documentation

Click Template: GL Account Opening Balances Import in the Parish General Ledger Documentation section

Figure 2 - Download GL Account Opening Balances Template

Download and open the import template in Excel.
1. The import template will open in a new browser window.
2. Download the template to your local computer.
3. Open the GL Account Opening Balances import template in Excel
Save Import Template
1. Within Excel, click File -> Save As and save the file to your local machine.
2. It is recommended that you append your parish name to the filename.
  1. Ex: Intacct Import Template – GL Journal Entries – Demonstration Parish

Part 2: populate the GL Account Opening balances import template

Part 2 of the process populates the import template with the GL Account Opening Balances information. These steps refer to the column headers for entering data into the import template Excel file that will be used to import the GL Account Opening Balances information into Intacct. Please refer to Error! Reference source not found. for these steps.

Do not change the column (row 1) headings of the import template. The column headings refer to Intacct internal names required to properly map the AP Bill information.

The GL Account Opening Balances import template aligns with the GL Journal Entries page. The template columns highlighted in Green (1) align with transaction properties. The columns highlighted in Blue (2) align with the entries’ attributes.

Figure 3 - GL Account Opening Balances Template

The following steps are divided into Journal Transaction and Journal Entries sections.

Journal Transaction Properties

Enter the journal symbol in column JOURNAL
1. This value for this column must be OBJ (Opening Balance Journal)
Enter the transaction posting date in column DATE
Provide a description of the transaction column DESCRIPTION
Optional provide a unique reference number for the transaction in the REFERENCE_NO column

Journal Entries Attributes

The follow steps should be followed for each journal entry line item.

Enter the transaction entry line number in column LINE_NO
1. The first line of a journal entry should have the value of “1” placed in column. Each time the value of “1” is used, the system will assume that it is the first line of a new GL Account Opening Balance.
2. GL Account Opening Balances can have multiple line items. To create multiple entries, LINE_NO value should be incremented sequentially.
Select a GL Account from the drop-down list in column ACCT_NO
Select a Parish “PRL” Location ID in column LOCATION_ID
1. The parish’s location Id has the format of PRL-0000, where “0000” is the 4 digit numeric Id of the parish.
Select a Parish Department ID in column DEPT_ID
1. The complete department list is available at Company -> Setup -> Departments
Enter a memo for the line item in column MEMO
The journal entry line item’s amount is entered in either the DEBIT or CREDIT column
Define the Operating Unit in column GLDIMOPERATING_UNIT
1. The Excel worksheet should allow this value to be selected from drop-down pick list.
Select a Classification in column GLENTRY_PROJECTID. A classification is only needed for those accounts that require it.
1. The Excel worksheet should allow this value to be selected from drop-down pick list.
2. The parish entity’s classification list is available at AR -> Setup -> Classifications
Optionally, a vendor can be associated with the journal entry line item. Enter the vendor’s unique id in the GLENTRY_VENDORIDcolumn.
1. The list of vendors for the parish entity is available at AP -> All -> Vendors
Optionally, the journal entry line item can be associated with an item by define it in the GLENTRY_ITEMIDcolumn.
1. The Excel worksheet should allow this value to be selected from drop-down pick list.
The column APBILLITEM_CLASSID should have the value Unrestricted.
1. The Excel worksheet should auto-populate the value of Unrestricted.

Save as CSV Data File

Some of the infrequently used optional columns have been hidden in the Excel document. These will become visible when the data is saved to a CSV file.

After entering the GL Account Opening Balances data on each row, save the Excel import template file as a .CSVfile
1. Within Excel, select File -> Save As
2. Set the file type as CSV UTF-8
3. Click the Save button

Figure 4 - File Save As CSV

Part 3: ReqUest to Import GL Account Opening Balances template into Intacct

Intacct uses import templates to perform bulk data updates. You can import journal entries from a spreadsheet, rather than entering them individually in the General Ledger application.

Click the Applications drop-down menu
Click the Company application
Click the Setup tab
Click the Import data option
1. The Company Setup Checklist page will be displayed

Figure 5 - Navigation to Import Data

Select the Import option for the General Ledger Journal Entries

Figure 6 - Import Option for GL Journal Entries

Select Choose file and pick the CSV import template.
Ensure your email results to this address is correct
Click the Import button to load the import data

After clicking import, the system will attempt to import the file that you selected. After a few moments, you will receive a notification telling you how many items were imported successfully and how many had errors. Additionally, you will receive an email with descriptions of the errors in the file. If errors occur, the .csv file that you attempted to import will need to be updated and re-imported.

Figure 7 - Import Template Dialog