This guide will introduce you to the setup for importing files to the general ledger, bank reconciliation and credit card imports.
The guide will use the general ledger window, but it is the same principle for all three and the only variation is a different selection of columns.
- Specification: is like a “profile” for each format. You can have different files that need to be imported, in different formats, and so you have a specification for each format.
- Source: On the browse icon on the left is where you select the file to import. Remember to close your file before attempting to import it.
- Create/copy/delete specification.
- Import/export specification: If you need the same setup in another company, this is the way to share it.
- Add/remove scripts: Scripts are advanced settings used to reverse the numerical sign and such. Each script has instructions on mouse over.
- Specification: This is where you name the selected specification.
- File type: This is where you select the extension of the file to import.
- Exclude lines: If you file has empty rows and/or headers in the first few rows, then you will need to skip these. It can be helpful to save this until you’re done with the rest of the setup.
- Field separator: This may be a , or a ; or a tab depending on source and file, open your file to find out. Leave empty if the file is a normal data sheet.
I begin by selecting the file i want to import to WorkBook. I instantly get a visual of the data i want to import, which is useful for setting up the import as i need to match each column to a journal column. The journal column (top row) is where the data will be imported to.
As i match each column, i also need to set the formatting for certain columns. Date and amount columns need to be formatted according to your file. The same file may change from user to user depending on language, so this is something to keep in mind when showing files to others (our support for example).
I need to remove the header. I could’ve done so earlier, but i left them in to make it easier to keep track of each column.
My file doesn’t have a voucher number, but i want these to continue the normal sequence. I can do this by adding “Voucher number” to an empty field and “Auto Vouch” to the formatting. I could also have written a specific voucher number in the default row, and then that would’ve been inserted into each empty line.