Import Layout Definition

Overview

"Import Layout Definition" enables entry of mapping rules for an import file. The mapping rules simply describe the order and nature of the columns in a source comma separated variable (CSV) input file. Mapping types for all module imports may be defined (AP vendor and invoice imports, AR customer and invoices, Employees, GL journals, etc. may all be maintained here. Fields for the selected transaction type are presented. Select the accounting system fields in the order the corresponding data that resides in the import source input file. This enable the import program to properly match input column data with the appropriate accounting system target fields.

Entry tips

Type "?" in Name and press TAB to view and/or select a code value. Click on the desired code in the related selection display to select the code value. A related code type e.g. "importar", "importgl" etc, must first be defined in code values before the Name can be defined here (see "Administration->Code Values").

Layout

Select an import Type to indicate the type of mapping to be performed. "importap" should be selected for accounts payable invoice import mapping, "importar" for accounts receivable invoices, "importgl" - general ledger journals, "importcash" - cash journals, "importemp" - payroll employees, "importpr" - payroll time data, "impcoa" - chart of accounts, "importcst" - AR customers, and "importvnd" for AP vendors.

The Description is retrieved from the code value. Check Active to set translation code to active status or un-check to de-activate and thus prohibit import of the code. Inactive codes are rejected if used during import processing. Type the Name of the translation code or prompt via "?". All available fields (that have not yet been selected for this Name) are displayed in the Available fields list. All fields already selected (if any) are displayed under Included. Click a field under Available and select "Include"; the selected field will move to the Included list. Similarly, click a field under Included and select "Remove" to remove the field from the mapping definition. Select fields from the Available list in the order they appear in the source CSV file e.g. if the first field in an AP invoice import file is the invoice number, the first field selected from Available and thus the first field listed under Included will be "invoice". Verify the sequence numbers in the Included list matches the order of the corresponding columns in the import source CSV file. Click Delete Mapping to delete all mappings for the selected Type and Name combination.

Cash journal distributions

When defining mappings for an "importcash" import type, click an "amount", "amount2" or "amount3" field in the Included list to enable entry of the accounts to distribute said amount. Enter the account number in the "Account" field to which the amount value is posted (in its original sign). Enter the offset GL account number in the "Offset" field to post the reversed sign amount. A calculation on the amount value is permitted. Enter a "Factor" value to be multiplied by the related amount field being distributed and optional amounts to be added or subtracted from the amount to post. This can be used for example to calculate the fee amount of a credit card receipt which is deducted from the credit card merchant account deposit, etc. Multiple account/offset combinations can be defined for an individual amount. Click Save to save the distribution rules entered. A distribution to an account and offset must be defined for at least one amount field.

Layout fields

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Distribution fields