Import Journals

Import Journals are used to import budgets, invoices, inventory and account adjustments.

What Are Import Journals?

Use this activity to import account level data to current and historical periods, for adjustments, payroll, and budgets. Prior to using this form, all unit and account details must first be linked in Import Journal Linking.

Are There Any Steps That Should Be Taken Before Importing Journals?

Information must be entered in a CSV template which is then uploaded to the Import Journal Linking activity where the data can be linked to the necessary areas in Data Central.

How Should Data be Formatted For Import?

There are specific formats required, depending on the data being imported. Various templates can be found on the Import Templates page.

What Is The Difference Between Import Mode Delete VS Append?

1. Delete: Deletes all previously imported data and replaces it with the information in this import
2. Append: Add information from this import to that which was previously imported

How Do I Import a File?

Once you have selected Import Journals activity perform the following

This step can only be completed after the import file has been tested and all rows have been linked using Import Journal Linking.

1. Click Actions and select Import File
   1. If you have multiple files for import all saved in the same folder, choose ‘Import Folder’ to import all the files at one time
2. Use the Import File window to find the file/folder
3. Select Open
4. Verify a check populates in the Mapped column. If not, navigate back to  Import Journal Linking  and link all unlinked rows

The first blank line will populate with the file information that was just imported

5. Select the correct options as Import Mode
   1. Delete: Deletes all previously imported data and replaces it with the information in this import
   2. Append: Add information from this import to that which was previously imported
6. Click the Check at the top left of the form to save your work
7. Put a check in the 'AUTHORIZE' column
8. Click Save

How is a Row Deleted?

1. Navigate to the row to be deleted
2. Remove the check from the 'AUTHORIZE' column
3. Click Delete

Explanation of Bands and Columns

Batch Band

• 'BATCH START DATE' column: The date and time the import started
• 'BATCH END DATE' column: The date and time the import was completed
• 'BATCH FILE NAME' column: The name of the file selected for import
• 'TRANSACTION COUNT' column: Shows how many rows are included in the imported file
• 'AUTHORIZED' column: Put a check in the box to approve imported rows and post to view on reports
• 'TYPE' column:
  • Adjustment: Posts Daily, Sub-Period, and Period account values
  • Budget: Posts account values to either the ‘Original Budget’ or ‘Revised Budget’ Data Origin by calendar sub-period
• 'PENDING' column: A check in this box signifies that the information cannot be approved and has not posted to the account due to the fact all rows have not been linked or the selected unit is not in a time frame that allows import.
• 'IMPORT MODE' column:
  • Delete: Deletes all previously imported data and replaces it with the information in this import
  • Append: Add information from this import to that which was previously imported
• 'MAPPED' column: A check in this box means that all rows are linked and this row is eligible to be Authorized.
  • If a check is not in this box, navigate to Import Journal Linking and link all unlinked rows

Unit Band

• 'UNIT NUMBER' column: The unit number defined by the definitions entered in Import Journal Linking
• 'UNIT NAME' column: The unit name defined by the definitions entered in Import Journal Linking