Accounting

Import Journal Linking

Import Journal Linking defines how imported file data is distributed within PAR OPS once it is imported in Import Journals.

This activity is available on the Smart Client ONLY.

How Should Data be Formatted for Imports?

Information must be entered in a CSV template which is then uploaded and linked.

How is a Row Added?

Rows are not added manually then are added when an file is imported.

Error Messages

  • A red dot with the message ‘DC Links/Unit: not available’ alerts the user that the unit selected is now hidden in Restaurants.
    • This message is the same throughout the tabs depending on which tab you are on the name after the / will change.
  • A yellow dot with the message ‘DC Links/Unit: value is not specified’ alerts the user that this row has not been linked
    • This message is the same throughout the tabs depending on which tab you are on the name after the / will change.
    • Delete the headers in the first row of the file then reimport.

Explanation of Bands and Columns

Unit Linking Tab

  • External Linking Band
    • 'EXTRENAL DATA SOURCE' column: The name found in column F of the import file
    • 'COMPANY CODE' column: The name found in column B of the import file
    • 'COMPANY DESCRIPTION' column: The name found in column C of the import file
    • 'UNIT CODE' column: The name found in column D of the import file
    • 'UNIT DESCRIPTION' column: The name found in column E of the import file
    • 'COMMENT' column: The name found in column designated comment column of the import file. This column is different based on the type of file imported
  • DC Links Band
    • 'UNIT' column: This is where you would choose from the corresponding Data Central Unit from the lookup list

Account Linking Tab

  • External Linking Band
    • 'EXTERNAL DATA SOURCE' column: The name found in column F of the import file
    • 'COMPANY CODE' column: The name found in column B of the import file
    • 'COMPANY DESCRIPTION' column: The name found in column C of the import file
    • 'ACCOUNT CODE' column: The name found in column designated account code column of the import file. This column is different based on the type of file imported
    • 'ACCOUNT DESCRIPTION' column: The name found in column designated account description column of the import file. This column is different based on the type of file imported
    • 'COMMENT' column: The name found in column designated comment column of the import file. This column is different based on the type of file imported
  • DC Links Band
    • 'ACCOUNT' column: This is where you would choose from the corresponding Data Central Account from the lookup list
      • If the account needed is not shown in the lookup list, navigate to Accounts and put a check in the Include in 'BUDGET' column.
    • 'ORIGIN FILTER' column: This is where you would choose which origin this entry should reference from the lookup list. The default is ‘All Origins’
    • 'UNIT' column: This is where you would choose the unit this entry should post to from the lookup list. The default is ‘<Global>’

Item Linking Tab

  • External Linking Band
    • 'EXTERNAL DATA SOURCE' column: The name found in column F of the import file
    • 'COMPANY CODE column: The name found in column B of the import file
    • 'COMPANY DESCRIPTION' column: The name found in column C of the import file
    • 'ITEM CODE' column: The name found in column L of the import file
    • 'ITEM DESCRIPTION' column: The name found in column M of the import file
    • 'COMMENT' column: The name found in column designated comment column of the import file. This column is different based on the type of file imported
  • DC Links Band
    • 'ITEM' column: This is where you would choose from the corresponding Data Central Item from the lookup list
    • 'UNIT MEASURE OK' column: A check in this box shows that the Unit of Measure(s) for this item are linked. If a check is not in this box, then the Unit of Measure(s) for this item are not linked. Link all measures.

Vendor Linking Tab

  • External Linking Band
    • 'EXTERNAL DATA SOURCE' column: The name found in column F of the import file
    • 'COMPANY CODE' column: The name found in column B of the import file
    • 'COMPANY DESCRIPTION' column: The name found in column C of the import file
    • 'VENDOR CODE' column: The name found in column I of the import file
    • 'VENDOR DESCRIPTION' column: The name found in column J of the import file
    • 'COMMENT' column: The name found in column designated comment column of the import file. This column is different based on the type of file imported
  • DC Links Band
    • 'VENDOR' column: This is where you would choose from the corresponding Data Central Vendor from the lookup list

How Do I Import And Link A File?

Once you have opened Import Journal Linking, perform the following:

  1. Click Actions
  2. Select Import File
    1. If you have multiple files for import all saved in the same folder, choose ‘Import Folder’ to import all of the files at one time
  3. Use the Import file window to find the file/folder
  4. Select Open
    1. The first blank line will populate with the file information that was just imported
  5. Click Actions
  6. Select Fill Common Structures
  7. Click Actions
  8. Select Quick Link
  9. Click Yes to the Import Journal Linking message
  10. Navigate to each tab to review that each line has been linked and is linked to the correct account
  11. Link any unlinked lines
  12. Click Done

How Do I Find An Unlinked Row?

Once you have opened Import Journal Linking, perform the following.

  1. Navigate to the each tab
  2. Find each row that is unlinked
    1. There are two ways to easily find the rows that are currently unlinked
  3. Scroll through the list and find those with the yellow dot in the 'EXTERNAL DATA SOURCE' column
  4. Filter on the linking column under the DC Links band and select the blank row. This will filter the form to only show those rows that contain no selection.

How Do I Link A Row?

Once you have openedImport Journal Linking, perform the following.

  1. Select the tab to review
  2. Select the row to link

    1. There are two ways to easily find the rows that are currently unlinked

      1. Scroll through the list and find those with the yellow dot in the 'EXTERNAL DATA SOURCE' column
      2. Filter on the linking column under the DC Links band and select the blank row. This will filter the form to only show those rows that contain no selection.
  3. Navigate to the column and choose the correct option from the look up list In the DC Links band
  4. Click Save
  5. Complete Steps 2 – 5 for the remaining tabs that end with Linking

How Do I Add or Delete A Row?

For adding, rows are not added manually they are added when a file is imported.

For deleting,

  1. Select the tab to review

  2. Select the row to delete

  3. Click Delete

    1. Any row that is deleted will have to be relinked if a file is later imported using these same credentials
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Import Journals
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