Importing Transaction Data

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Transaction data represents information affecting accounting or other controlled data that must balance with information stored in multiple files. Examples of transaction data include the customer balance, open invoice balance, inventory stock quantity, and general ledger account balance.

Some files are considered transaction files and consist primarily of transaction data. Such files include the Accounts Receivable Invoice Data Entry file, General Ledger Transaction file, and Inventory Transaction file.

Importing transaction data requires special care because such data must match to other files that contain balance and historical information that must agree with the transaction detail. Using the Visual Integrator module to directly import transaction data can result in out-of-balance conditions and may destroy the integrity of your accounting system. Instead of importing transaction data directly to the destination file, import the data to a data entry file and perform the appropriate update process, which will properly update all related files. As an added benefit, you can then print the registers and correct any errors that are found on the report. For a list of the data entry files appropriate for updating transaction data, click the File Layout and Program Information link on the Desktop's Resources page.

You can import transaction data when first converting from an older system. During the conversion process, use transactions to import current balances such as open invoices and sales orders. For proper aging calculations, import and post transactions separately for each fiscal period and module period-end processing performed.

After the conversion process is completed, you can continue to import transaction data to integrate external applications. In this case, verify that only new transactions are imported into the system. A duplicate import of previously imported transactions may cause out-of-balance conditions in the system.

The following table provides a partial list of common data entry files that can be used to import transaction data.

Data File

Description

Comments

AP_InvoiceHeader

AP_InvoiceDetail

AP Invoice Data Entry files

Import net balance amounts for each open invoice.

AR_InvoiceHeader

AR_InvoiceDetail

AR Invoice Data Entry files

Import net balance amounts for each open invoice.

GL_GeneralJournalHeader

GL_GeneralJournalDetail

GL Journal Entry files

This is the most convenient file for importing large numbers of general ledger transactions.

IM.TRANS

IM Transaction Entry File

Import receipt transactions for the beginning balance for each item.

PO.ORDER

PO Purchase Order Entry File

Import net balance amounts for each open purchase order.

PR.DATAENT

PR Data Entry File

Import manual checks with Y-T-D earnings and deduction information.

SO_SalesOrderHeader

SO_SalesOrderDetail

SO Sales Order Entry files

Import net balance amounts for each open sales order.

The following examples illustrate how transaction data can be imported.

Example 1 - Importing transaction data

You can import general ledger posting information into the General Ledger Journal Entry file and perform the General Journal Update to update the general ledger files.

Example 2 - Importing transaction data

You can import Accounts Receivable open invoice information into the Invoice Data Entry file and perform the Sales Journal update to update the Open Invoice file, as well as the Customer master file and corresponding history files.

For more information, see:

Determine the Destination or Source File

Importing Historical and Constant Data

Data File	Description	Comments
AP_InvoiceHeader AP_InvoiceDetail	AP Invoice Data Entry files	Import net balance amounts for each open invoice.
AR_InvoiceHeader AR_InvoiceDetail	AR Invoice Data Entry files	Import net balance amounts for each open invoice.
GL_GeneralJournalHeader GL_GeneralJournalDetail	GL Journal Entry files	This is the most convenient file for importing large numbers of general ledger transactions.
IM.TRANS	IM Transaction Entry File	Import receipt transactions for the beginning balance for each item.
PO.ORDER	PO Purchase Order Entry File	Import net balance amounts for each open purchase order.
PR.DATAENT	PR Data Entry File	Import manual checks with Y-T-D earnings and deduction information.
SO_SalesOrderHeader SO_SalesOrderDetail	SO Sales Order Entry files	Import net balance amounts for each open sales order.