Import Amounts - Budget
Import Amounts allows you to import information into the General Ledger database from a commadelimited (.csv) file. If you have been preparing budget information in a spreadsheet, this routine allows you to import that work into Caselle.
Importing budget numbers is fairly simple. Once you have finished your budget planning and are ready to import, create a spreadsheet just for the numbers you want to import.
In order to import, you will need two pieces of information – a column that has the GL Account Number and another column with the amount. It is best to remove all subtotals, empty rows or columns, and any special formatting from the file. Once you have the spreadsheet created with the appropriate information, save the file as a comma-delimited (.csv) file.
Once the comma-delimited file has been created, you will use the Import Amounts (General Ledger | Journals | Import Amounts) option in Caselle to identify the information stored in each of the columns so the program will know how to import the information.
When mapping the information, you will need to enter the following information (double-click within each column to edit or change the information):
Type – Indicates what information is stored in the field. This needs to be set on each of the listed fields. The available types are: Account No (GL Account No), Activity No, Desc, Date, Ref No, Job No, Balance (YTD Mode), Amount (Normal Mode), and Skip.
Period – Identifies the period or periods the balance or amount will be posted to.
Split – Only applies when multiple periods have been selected for the same amount field. If this option is set to “Yes” the amount will be divided evenly between the selected periods. If set to “No” the amount will be loaded as is to each of the selected periods.
Rounded – This option will round the amount to a whole dollar amount using conventional rounding.
Auto Sign – When set to “Yes” the system will load the amount multiplied by a -1 if the normal balance for the account is set to “Credit.” If the normal balance is set to “Debit” or this option is set to “No” the system will load the amount just as it appears in the text file.
Once the fields have been mapped select GO and the import will process and give you a summary report showing any errors and the total debits and credits.
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