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Importing Journal Entries into Escape Online

This document describes the procedures for importing journal entries into Escape Online, including a section on converting journal entries from Escape Classic to Escape Online during implementation.

The Journal Entry Import activity is found in the System module, under the Utilities, Finance activity group. You can import a comma delimited file using the format below from anywhere on your workstation or network.

Journal Entry Import Rules

To import, you must specify the file name, a comment for the journal entry and the "type" of accounts you are importing (account number or account alias).

Here are the rules:

• All line items in the file are imported as ONE journal entry.
• The org Id, fiscal year, JE type, department, batch Id, transaction date, account number (or alias), credit amount and debit amount are required fields.
• The journal entry item comment is optional. If you do not specify a comment for your line items, the comment you enter when importing the JE will be used.
• The account number must be left-justified and include the account delimiters if you are importing using the entire account number! For example, 010-9110-0000- - - - - - -.
• The fields available for the import are listed below. You can create this in Microsoft Excel and save it as a comma delimited file.
• When you import, Escape Online will automatically balance the journal entry and set the time created, user created, JE number, source (Import) and status (Open).
• After importing, you must search for the journal entry, review and post it.

To help you get acquainted with the import procedure, we provide the following sample import data file containing two journal entry line items (using the full account number) and a Report Writer report for exporting data out of Escape Classic. To download the files to your computer, right click on the link and choose Save as.

• Online5je.csv (Import File)
  The sample uses 2006 accounts for a payroll on 8/31/05. To use this sample file, you will need to modify the org number and verify the account numbers. Remember, the JE is imported in the Open status.
• OL5JEImp.rcf (Report Writer Report)
  See below for a detailed discussion of this report.

Import File Layout

The fields available for the import are listed below. All fields are required.

You can create this using the program described in this FYI or in Microsoft Excel, saving it as a comma delimited file.

How to Run the Import Process

To import journal entry:

1. Click on the System, Utilities, Finance group activity.
2. Click on the Journal Entry Import activity. This will open the Journal Entry Import in the work space and place a link to "Journal Entry Import" in the Open Items area.
3. Use the Browse button to select the file to import.
4. Enter a journal entry comment. This will be the comment for the journal entry and any line items that do not have a comment.
5. Select the "type" of accounts you specified in the journal entry import file.
6. Click Go to import the journal entry.

This will import all of the journal entry line items listed in the file into one journal entry with a source of Import and a status of Open.

If the import is successful, the journal entry will be created and the batch Id will be displayed in the work area. You will need to search for the journal entry to review and post it.

If the import is not successful, a journal entry will not be created, instead error messages with import line numbers will be displayed in the work area. You will need to resolve the errors in the import file and step through the import process again.

To post the imported journal entry:

1. Click on the Finance, Fiscal, Journal Entries activity. (If you have imported a County journal entry, the instructions are the same, except you will need to use the County, Finance, Journal Entries activity.)
2. Search for the journal entry by batch Id, source (Import), status (Open) or any other criteria.
3. Open the journal entry and review for accuracy.
4. Select Post from the Task button.
5. Confirm the posting.

Conversion Considerations

Department Considerations

The department specified in the import file must be defined in Escape Online. The department must have journal entries "turned on." The access can be limited to department members or available to all. The user must belong to the department (if limited) to be able to search for and post the journal entries after the import is complete.

Export the Data from Escape Classic

Escape provides a OL5JEImp.rcf (Report Writer Report) that creates a journal entry import file. Special considerations include:

• There are no prompts for the report.
• The report is list-based and can be run from AP or LEDGER.
• The report creates ONE journal entry for all journal entries on the list. This means that you can have all of your payroll journal entries (EE, ER and Vendor) rolled into one or you can run the report for each journal entry separately.
• The department is defined using a local macro. The report included here has it set to Business. You may change this. Remember, though, the department must be defined in Escape Online with journal entries "turned on."
• The report must be printed to a file with the extension CSV or TXT.
• The report exports the following information
  • Org Id
  • Account Fiscal Year
  • Department (defined by local macro; you may change this)
  • Batch Number
  • Transaction Date
  • Account Number (entire account number; you may change this to account alias)
  • Debit Amount
  • Credit Amount
  • JE Line Item Description
• Take note of the JE header description. You may want to use this as the journal entry description when you import the journal entry into Escape Online!

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