Import GL Balances
RecWizard provides you with an efficient way to
update your period end balances by importing them from your General
Ledger accounting package.
Most General Ledger accounting software gives you
the ability to perform two functions critical to importing period
end balances -
- Create a Trial Balance report
- Create a file in the .csv or .xls (Excel) format
Using these tools you can create a file that can
be imported into RecWizard with your period end balances for each
account your are reconciling.
We'll leave it to you to determine how your own
accounting package works, but the final .csv or .xls file you create to
import into RecWizard will have two columns.
The first column will have your account
numbers in it. These must match the account numbers you have set up
in RecWizard exactly. Account 1001 is not the same as 100-1 or 100.1
or 1OO1 (yes, those are the letter "O" in that final example). If
you have not set up your accounts in RecWizard exactly the same as
the way they are exported from your General Ledger accounting
software you will get an error message when you attempt to import
the balances. Since RecWizard allows you to use alphanumeric account
numbers, it's ok to have letters or symbols in your account number -
as long as it's the same for both the account number in your General
Ledger accounting software and RecWizard.
The second column will have the balance
that is in your account. Since there is only one column, the
balances must be shown as either a debit or a credit. Credits will
be shown as negative amounts. Make sure the amounts are treated as
numbers, not as text.
NOTE: There are is no header row in the file that
you will be importing. If you include a header row you will
get an error message that will say 'both items invalid' for that row. It will
not cause any problems with the import function, you will just get
that annoying error message.
WARNING: You may not be reconciling all your
general ledger accounts in RecWizard. (Usually you will
reconcile all your balance sheet accounts and only a few of your
income statement accounts). When you run a trial balance report
from most accounting software packages it will probably include
every account in your general ledger. It is a good idea to
delete the accounts that you would not like to include in your
import file. This will make sure you don't get error messages
about the accounts in the file that are not set up in RecWizard.
This will not cause any problems with the import function, you
will just get a very long error message.
Here is a sample of the information that would
exist in a .csv, .xls or .xlsx file that is ready to be imported into RecWizard:
You can name the .csv or .xls or .xlsx file anything you want and
save it anywhere on your computer or on your network, just remember
what you called it and where you saved it so you can retrieve it for the
import.
To begin importing the period end balances, select
Enter Period End Balances from the main menu, then enter the date
you want to import balances for.
You will then see the following screen (as you can
see, we have chosen May 31, 2011 as the period end date we want to import
balances for).
The Import button is located in the lower right
corner of the dialog window. To import your balances click on it.
You will then see this dialog window:
The blue numbers won't be there, but from here
it's as easy as 1 - 2 - 3.
- Check to make sure you are working with the
proper database and that you are importing information for the
proper Period End. As you can see here, the Company is RecWizard
Tutorial and the Period End is May 31, 2011.
- Click on the Browse button and find the file
you created earlier. Do you remember what you called it and
where you saved it?
- Click on the Import button.
You will then see this message box.
If there are errors in any of your data, you might
see a message box that looks something like this...
After you click the OK button you will return to
the Period End Balances dialog window where you will be able to see
the amounts you have just imported.
IMPORTANT: IF THE INFORMATION DOES NOT LOOK
CORRECT (for example, you suddenly realize that you input the wrong
date for the information you are importing) YOU CAN CLICK ON CANCEL
AND THE BALANCES WILL NOT BE UPDATED.
Until you are familiar with the upload process we
suggest you be very cautious about reviewing what you are importing
into RecWizard. The import function cannot be undone and all your
period end balances will be adjusted to the amounts that you have
just imported. If you had previously completed reconciliations for
this period we suggest you run the General Ledger Reconciliation
Summary Report and make sure your accounts still reconcile with the
amounts you imported.
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