Exact Synergy Enterprise

Importing External Financial Data

Introduction

Sometimes you only need to import data such as the financial period end figures from your divisions, i.e. amounts relevant to the Balance Sheet and Profit & Loss statements. The information provided by the respective divisions may possibly be in a basic form. The following must be in place before importing the data.

1. The import file must be in the specified text format. The file format must be in CSV or ASCII files with delimiters “,”, “:”, or “;”.

2. One import file should only contain period end figures for one division. However, the file may contain multiple financial periods.

3. Amounts in the file should be in the default currency of the division.

Note: This functionality is available only if you have the module license YA1040 – Financial consolidation and option 470.

Menu path

Financial/Entry/Transactions/Import financial data

Roles & rights

To import financial data, function right 136 – Allows to create financial entries is required. Users with the General Manager, Controller, and F&A staff roles have this function right.

Note: If the role level in the personal card is set to Division, users can only import or view financial entries for his own division. If the role level is set to Corporate, users can import and view entries for all divisions.

For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh and then click the required link under the Role column.

Button

Import

Click this to import the file according to the defined criteria.

Close

Click this to exit.

Description

Division

Type or select a division which the import file is from. This ensures that the user can only import financial information for a single division at any one time. This field is mandatory. For more information, see Creating Division.

Year

Select a year to import the financial data. For more information, see Creating Financial Year.

Note: If a year is selected, this will overwrite the corresponding field in the text file. If a year is not selected, the year in the text file will be used.

Period

Select a period to import the financial data. This depends on the periods created for the selected division. For more information, see Creating Financial Year.

Note: If a period is selected, this will overwrite the corresponding field in the text file. If a period is not selected, the period in the text file will be used.

Delimiter

Select a delimiter to import the financial data. A character or combination of characters is used as a delimiter in which its purpose is to separate data or set of data from another. Examples of a delimiter include comma, semi-colon, or colon. If the delimiter is not recognized during the import process, the system will not be able to identify the information provided in the import file. The system only supports the above mentioned delimiters and does not support a combination of characters.

Type

Select a financial entry type to import the financial data. You can choose from:

Balances: Period end - if the amount in the text file is for a specified period only.
Balances: Cumulative - if the figures provided in the text file include period end balances and opening balance since the first time the balances were recorded for the G/L. In this case, the period end balances must be recalculated. Balance sheet amounts are cumulative from the first record. Therefore, the amount of all imported records from the first day, including opening balance, for the same G/L, will have to be deducted from the amount in the latest text file. Profit & loss amounts are cumulative from the first period of the same financial year. Therefore, the amount of all imported records from the first period of the same financial year for the same G/L, will have to be deducted from the amount in the latest text file.
Opening balances - this is only allowed for any period of the earliest financial year.

Overwrite existing

Select Yes to allow the system to automatically overwrite any data which was imported using this function, for the same Division, Year, Period, and Type.

Select No so the system does not import any data for the same Division, Year, Period, and Type.

Save attachment

Select this check box to automatically create a document and attach the import file. By default, the document created will be set to Archived status.

Note: This is available only if a Document type is selected under the Import financial data section at Financial/Setup/General/Settings.

File

Click Browse to search and select the relevant text file.

If there are fields in the file which uses the same characters as the delimiters, the fields should be distinguished using double quotes. The import function will be able to recognize the fields, when they are provided in the format of the following examples:

· 2007;01;1300;CC123;CU123;200000.00 - no double quotes used.

· "2007","01","1300","CC:123","CU,123","20,0000.00" - all fields are distinguished using double quotes.

· 2007;01;1300;"CC;123";CU123;"20,0000.00" - some fields are distinguished using double quotes.

Note: General ledger account, Debit, and Credit are mandatory fields in the import file. Don’t leave the Debit and Credit fields blank. Use 0 instead.

There are four import scenarios:

1. Importing single financial period – fill in Division, Year, and Period fields.

2. Importing multiple financial periods in the same financial year – fill in Division and Year and leave the Period field blank.

3. Importing multiple financial periods in multiple financial years – fill in Division and leave the Year and Period fields blank.

4. Importing multiple financial years in the same financial period – fill in Division and Period and leave the Year field blank.