Import file name:
Name your text file glline#.y, where line# is the number 0 and the last three digits of the TTY number. For example, if you have one session running and your TTY number is 1567, your file name will be gl0567.y.
Import file format:
Create and save the import file with a text editor or spread sheet application such as Notepad or Excel. The file must be saved in ASCII text format with only one extension ( .y) on the file name. The properties on this text file should say Y File for Type of file. If it doesn't, the import program will not recognize the file. You will have to change the format of or rename the file (eliminate additional extensions like .txt from the file) and run the program again.
Import file location:
The file must reside in the Fundware Data directory in order for the import program to find it.
Import the file with the Fundware utility program GLS018. Log into 00 System Administration and select System Utilities. Type gls018 at the program name prompt and enter through the Switches and Parameters fields (leave switches and parameters blank). Successful execution of the program will automatically post to the general ledger accounts unless one of the following conditions exist:
>The file contains invalid data (bad account numbers, debits and credits are not equal, etc.).
>The General Ledger parameter save option is set to NO.
>The import file does not have a batch name to save to in the import file header record.
Import File Errors:
If the import does not seem to be working, check for an error report. When you run the import task, the system checks the file for errors. If errors are found, the error report is saved to the FundWare\Data folder with the name GLX####.L##. If there are errors, review the error report to determine their causes. Correct the import file and run the import program again.
When the import is complete, delete, rename or save off (to another folder) the text file from the data directory. This will eliminate confusion and errors when you are ready to do your next import.
Frequently Asked Questions:
1. Will twinned accounts import into GL transactions?
Yes, twinned accounts do work. There may be problems with the line length, due to the extra account on the import line these lines will be longer than the norm.
2. I am creating my import file in Excel. What format should be used to save it?
1. Select File -> Save As from the main menu in Excel.
2. At Save as type, select Formatted text (Space delimited) (*.prn).
3. After you have saved the file once, when you exit out of excel, if it asks you to save it again, do not save the 2nd time, it may change the format.
3. What should the excel worksheet look like regarding columns and data in these columns?
Each row should include pipe signs | within the row, used as separators for the data fields. The pipe signs are used to separate the fields but do not need to be in their own columns. Because you are trying to save some space, especially when twinning, the pipe sign can be included in the columns with data, and some columns can be combined.
For example, the entire row for a record type 4 might look like:
4|A0101006120F100016120|Test for Twinning |gj1210|||47799.07
4|A01000001111|share of Dflt Cold due Ed||||-47799.07
Column A could have 4|, column B could have A0101006120F100016120|, Column C could have Test For Twinning|gj1210||||, column D could have 47799.07. Multiple combinations can be used, depending on what would be easiest for the way the spreadsheet is being filled out. The purpose is to put multiple fields of data within one column to keep it shorter.