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Pgm: BCHLOAD – Import ASCII GL Transactions; standard Treeview path: General Ledger > Utilities > Foreign Batch Import
This screen allows users to create unposted GL transactions in the CMiC Software Enterprise System via an ASCII file import of data from another system.
When importing GL transactions, CMiC recommends limiting the import file to a single company whenever possible. If there must be two or more companies within the import file, do not import the inter-company transactions, as the system will automatically generate these when the imported transaction batch is posted.
Edit Imported Transactions
The [Edit Imp. Transactions] button opens a screen used to update or delete imported records. It is also used to add transactions. The system will allow a batch to be brought into the GL without being in balance – but it will not be allowed to post.
[Validate Record] – Button
This button runs the validation process on the current record. Once a record is updated and saved, press this button to verify that the changes are validated.
[More Errors] – Button
This button is enabled if there is more than one reason why the record is not valid. When used, the system will display another window showing all the errors associated with the record.
Record
This is a read-only field which displays an internal record number.
Valid - Checkbox
This is a read-only field which indicates if the record is valid or not. Checked is valid.
Build GL Transaction Batch
The [Build GL Transaction Batch] button is enabled when all imported transactions have been verified as valid. Pressing this button will automatically create a GL transaction batch with the description "Foreign Batch from flat file" and move the transactions from the import table into the unposted transactions table.
A pop-up window is displayed to choose the type of batch being created. Depending on the option of having an adjustment period, as well as the dates specified in the import transactions, the user has the option to create regular transactions in period 12 by clicking [No], or year-end adjustment transactions in period 13 by clicking [Yes]. The [Cancel] option will return the user to the Import screen and not create any batch.
A window will appear showing the batch number created and the number of transactions transferred.
This batch can now be viewed, edited and posted via the standard GL routines if created for the regular period, or via the Adjustment Transactions option if created for the Adjusting Year End Period.
GL Import ASCII File Layout Control File = FBHLOAD.ctl
| Column Name | Screen Prompt | Description | Required | Type | Length |
|---|---|---|---|---|---|
| FBH_GL_POST_DATE DATE "YYMMDD" | Post Date | This is the date of posting – The date the GL is affected by this transaction. | Yes | Date | |
| FBH_GL_JOUR_CODE | Journal Code | The originating ledger code for this transaction. This must be a valid CMiC Journal code. | Yes | Char | 2 |
| FBH_GL_ACCRUAL_CODE | Accrual Code | A ‘Y’ in this field indicates that this transaction is to be reversed at a later date with the CMiC General Ledger application. For most transaction imports this should be set to ‘N’. | Yes | Char | 1 Only Y/N are valid values |
| FBH_GL_COMP_CODE | Company Code | The code representing the company this transaction belongs to. This must be a valid CMiC Company code. | Yes | Char | 8 |
| FBH_GL_DEPT_CODE | Department Code | The department code this transaction belongs to. This must be a valid CMiC Department code for the company in the previous field. | Yes | Char | 6 |
| FBH_GL_ACC_CODE | Account Code | The account this transaction is affecting. This must be a valid CMiC (Low Level) Account code. | Yes | Char | 16 |
| FBH_GL_AMT | Amount | The Transaction Amount | Yes | Num | 18,2 |
| FBH_GL_DEBIT_AMT | Debit Amount | The amount can be either a debit or a credit but not both. If left blank the system will populate this field according to the sign on the amount field. | No | Num | 18,2 |
| FBH_GL_CREDIT_AMT | Credit Amount | The amount can be either a debit or a credit but not both. If left blank, the system will populate this field according to the sign on the amount field. | No | Num | 18,2 |
| FBH_GL_UNIT | Units | This is the Qty of the transaction. This is only applicable if units are being tracked in the GL. | No | Num | 16,8 |
| FBH_GL_WM_CODE | Weight/Measure Code (WM Code) | Weight measure code of the transaction. In most cases, this will be "NA" not applicable or some other WM code indicating not applicable. If Units are being tracked in the GL, then this is the WM code associated with the units. | Yes | Char | 2 |
| FBH_GL_SRC_CODE | Source Code | This is the source code of the document that triggered this transaction. | No | Char | 16 |
| FBH_GL_SRC_DESC | Source Description | This is the description of the source document that triggered this transaction. | No | Char | 30 |
| FBH_GL_REF_CODE | Reference Code | This is the associated Vendor, Customer, Employee, Pay Run… code associated with this transaction. | No | Char | 16 |
| FBH_GL_REF_DATE DATE "YYMMDD" | Reference Date | This is the date of the transactions. | Yes | Date | |
| FBH_GL_REF_DESC | Reference Description | This is the name of the associated Vendor, Employee, Customer, Pay Run entered in the Reference Code field. | No | Char | 60 |
| FBH_GL_TAV_CODE1 | TAV1 Code | Transaction Allocation Code Value for TAC # 1 – Only applicable if TACs are being utilized. | No | Char | 10 |
| FBH_GL_TAV_CODE2 | TAV2 Code | Transaction Allocation Code Value for TAC # 2 – Only applicable if TACs are being utilized. | No | Char | 10 |
| FBH_GL_TAV_CODE3 | TAV3 Code | Transaction Allocation Code Value for TAC # 3 – Only applicable if TACs are being utilized. | No | Char | 10 |
| FBH_GL_TAV_CODE4 | TAV4 code | Transaction Allocation Code Value for TAC # 4– Only applicable if TACs are being utilized. | No | Char | 10 |