Import and Export General Ledger Information

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Expand/Collapse item  Overview

You can import account, budget, and transaction information from external financial applications into the General Ledger module, and export information from the General Ledger module to an external application. After data is exported, you can manipulate budget data and analyze account activity and general ledger transactions. For example, you can export general ledger balances into a spreadsheet and prepare next year’s budgets based on this information, and then import the new budgets into the general ledger.

You can also transfer data from one company to another by setting up an export exchange setting in the source company and an import exchange setting in the destination company.

When importing transactions, entries are created in General Journal Entry and then posted when the General Journal is updated. Exported transactions are exported from the Transaction Detail file.

Expand/Collapse item  Before You Begin

  • If exchange settings have not been defined, the General Ledger Exchange Wizard appears and prompts you to define an exchange setting. You must define an exchange setting to import or export information.

  • If you are importing an XML document, verify that the path to the installation of the software is set correctly on the workstation you are running the import from. This path is located in the Library Master Company Maintenance window.

    

Use one, all, or a combination of the following methods to import and export data:

 

To import general ledger information

  1. Select General Ledger Utilities menu > General Ledger Exchange.

If no exchange settings are defined, the General Ledger Exchange Settings Wizard automatically appears.

  1. Select an exchange setting to run or modify. For more information, see General Ledger Exchange - Fields.

  2. To modify an exchange setting, select the setting and click the Modify Exchange Setting button.

  3. To create a new exchange setting, click New Exchange Setting. The General Ledger Exchange Settings Wizard appears.

  4. To transfer data from one company to another, first open the source company and create an exchange setting to export company data into a source file. Then import data from the source file to the destination company by opening the destination company and selecting or creating an exchange setting to import data from the source file.

Note  Verify supported file types when setting up the export exchange setting. For more information about supported file types for importing and exporting data, see General Ledger Exchange FAQs.

  1. Click Proceed. You are prompted to print a Test Import Listing.

  2. Click Yes to print the Test Import Listing. After the data is imported, you are prompted to print an Import Log to view imported records, as well as records excluded from the import.

  3. Click Proceed to print the Import Log. You have the option of printing all, only those that were imported, or only those that are skipped.

The account, budget, or transaction files are updated in the General Ledger module.

 

To export general ledger information

  1. Select General Ledger Utilities menu > General Ledger Exchange.

    If no exchange settings are defined, the General Ledger Exchange Settings Wizard automatically appears.

  2. Select an exchange setting to run or modify. For more information, see General Ledger Exchange - Fields.

  3. To modify an exchange setting, select the setting and click the Modify Exchange Setting button.

  4. To create a new exchange setting, click New Exchange Setting. The General Ledger Exchange Settings Wizard appears.

  5. To transfer data from one company to another, first open the source company and create an exchange setting to export company data into a source file. Then import data from the source file to the destination company by opening the destination company and selecting or creating an exchange setting to import data from the source file.

Note  Verify supported file types when setting up the export exchange setting. For more information about supported file types for importing and exporting data, see General Ledger Exchange FAQs.

  1. Click Proceed.

The account, budget, or transaction data is exported to external files.