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Importing Account Balance History

This document describes the requirements for creating a source account balance history import file. This file can then be imported into Escape journal entries, and posted to the ledger, as historical account data. Account balances for the affected fiscal year accounts will reflect the import. Account inquiry and reporting can subsequently be done.

Importing account balance history data is generally done at system startup. Any number of fiscal year's data can be imported. Note that the fiscal year accounts to which the data will be posted must already exist in the system, and data for each fiscal year should be imported separately.

For instructions on running the Escape Account Balance Import Program, see the Escape System Setup Manual.

Import File Layout

The following table lists the data fields, with field widths, that must be included in the import source file.

Field Name Data Type Format Field Desc
Account Number String(60) Match account structure with delimiters Account # (left justify)
Description String(60) Text Account description
Expensed Amt String(13) -DDDDDDDDD.dd Total expensed balance
Encumbered Amt String(13) -DDDDDDDDD.dd Total encumbrance balance
Budget Amt String(13) -DDDDDDDDD.dd Original budget amount
Rev Budget Amt String(13) -DDDDDDDDD.dd Revised budget balance
Revenue Amt String(13) -DDDDDDDDD.dd Revenue amount
Expired Date String(8) YYYYMMDD Expiration date, leave blank if still active
Short Desc String(25) Text Short account description
Link To Account String(40) Match account structure
with delimiters		 Other Fyr account to link to
Link Fyr String(4) YYYY Fyr for link account

Data Import File Format Rules

Following are the rules for the source account data file:

  • Fixed length ASCII file, no packed or binary data.
  • Records must end with carriage return, line feed.
  • The Fiscal Year field is a REQUIRED field for importing. If you do not use this field, importing will not be successful.
  • Left justify string (text) fields.
  • Zero fill dollar fields.

NOTE: When you import accounts that do not exist in Escape, they are created for you.

The format area of the fields listed above have the following meaning:

  • Fiscal Year
    format is DDDD (eg. 1998 for fiscal year 03/04)

  • Account number
    must include any delimiters as established in Escape account structure.
  • D
    means that only numeric characters representing a whole number of an integer field or decimal field
  • d
    means that only numeric characters representing a fractional part of a decimal field

NOTE: For account updating, the required fields are Fiscal Year, Account Number, and the desired account balance fields. Account Number must include delimiters, as in the Escape account structure.