Summary

The Import Journal Entries process allows you to import journal entries from a comma delimited or fixed width file. This feature is generally used by organizations that import data from other software packages into Cirrus.

Step by Step

1     Create and set up a journal entries batch.

2     Import the journal entry file.

• Open the Import Journal Entries window (GL> Journal Entries> Import).
• Click the SELECT FILE button to browse to the import file or drag and drop the file into the area to the right of the button.
  • The import file format must match the File Type selected below.
• The Configuration drop-down menu is used to select the import configuration you would like to use.
  • A Journal Entries-specific import configuration can be created before importing journal entries. Import configurations are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
  • The Standard Springbrook configuration will be selected by default.
  • The KVS file format is designed to import the native KVS Journal Entry Export file.
• The File Type drop-down menu is used to select the type of file you are importing.
  • Select Comma Delimited if you would like to import a comma delimited file. A comma delimited file is a file where all of the columns on the file are separated by a comma.
    • Click VIEW LAYOUT/FORMAT to display the expected format of the imported file.
    • The general ledger account number is separated into seven sections by a comma.  Depending on the format of your chart of accounts, you may not use all seven sections but you have to include all seven sections on the import file. For example, if you would like to import GL account 610-0-0-1043, the import would look like this: 610,0,0,1043,,,,. Do not enter a 0 in the GL account sections that should be blank.
    • The dollar amount begins after the seventh comma on the import file; credits should be a negative amount. For example, -100.00 is a credit amount, 100.00 is a debit amount. When the import is processed, the journal entry will appear as a positive value.
  • Select Fixed Width if you would like to import a fixed width file. A fixed width file is a file with data entered into specific positions on the file rather than separated by columns.
    • Click VIEW LAYOUT/FORMAT to display the expected format of the imported file.
    • The general ledger account number is seven sections long and there are six characters in each section. Each piece of the general ledger account must be aligned to the left of each set of six characters.  For example, if you have a GL account 610-0-0-1043, enter it like this (each cell in the table below represents a block of 6 characters):

• The dollar amount begins at position 43. Credits will have a negative sign in position 43. You also need to enter a decimal place. For example, if you would like to enter a credit of $50, enter -$50.00.

• Select Springbrook if you would like to import a Springbrook format file. The Springbrook format file contains all of the information associated with a journal entry.
  • Click VIEW LAYOUT/FORMAT to display the expected format of the imported file.

• Click the Submit button to import the file.

3     View the journal entries in the batch.   

• After the Import step is complete, open the Journal Entry Selection window (GL> Journal Entries> Journal Entries) to view the journal entries in the batch. This window will be populated with the imported journal entries as well as any existing journal entries if the imported entries were added to a previously created batch.
• Select a journal entry and click Delete to delete a journal entry.

4     Commit the journal entries.   

• Once the journal entries have been imported into the Journal Entries batch, print the Proof List and commit the batch to post the journal entries to the general ledger.