Importing Transactions from Files

You can import transaction into a reconciliation from a file. For example, you exported 10 invoices for Prepaid Expenses for July 2016 to a flat file from your source system. You import the transactions into the reconciliation for Prepaid expenses for July 2016 in Account Reconciliation.

Transaction import files are comma-separated text files. The first row contains the column headings that identify the data in the columns; for example, Transaction code. Separate rows are used to define each transaction. Required columns are Transaction Code and Open Date.

You must also specify the amount and currency for any enabled currency buckets that are not subject to currency translation. The fields must be labeled Amount and Amount Currency, with a number to indicate the currency bucket; for example, Amount1 and Amount Currency1 specify the amount and currency for the first currency bucket.

You need not include amount or currency for translated buckets:

• If you do not import these values, the amounts are calculated using the default currency codes.

• If you specify a currency but not an amount, the amount is calculated using the currency code provided.

• If you specify an amount and a currency code, the amount is compared to the calculated translated amount, and if it differs, the amount is marked as overridden.

When you import transactions, you can choose to add the transactions in the file to the transactions for the reconciliation, or to replace the reconciliations with the transactions in the file.

To import transactions from a file:

1. Select Reconciliations, and then select a reconciliation with the status Open with Preparer for which you are the preparer.
2. Select Actions, and then Open.
3. Select a transactions tab.
4. Select Actions, and then Import.
5. Select an import option:

   • Select Add to add the transactions in the file to the transactions.

   • Select Add All to replace the transactions with the transactions in the file.

6. Date Format

   Select a Date Format from the drop down list of allowed date formats. Date formats are not translated. By default, the date format is set to the locale date format of the exported file location.

   For example:

   • MM/dd/yyyy

   • dd/MM/yyyy

   • dd-MMM-yy

   • MMM d, yyyy

7. Click Import.

   Validation rules for attribute import:

   • Read Only attributes are ignored. The import succeeds: if there is a value in the import file for an attribute that is read-only to the preparer, the preparer does not have the privileges to create a transaction with that attribute value; the resulting transaction shows blank for the read-only attribute even though its value was in the file and therefore the value gets ignored.

   • Do_Not_Display attributes return an error with the message, "attribute not assigned in format." The import fails if a value in the import file for an attribute is "Do_Not_Display" to the preparer, he does not have the privileges to create a transaction with that attribute at all, the import fails.

   • Required attributes are not required on import. The import (considered a bulk action because many transactions may be imported) succeeds even though the required attributes are missing; however, if users attempt to update an individual transaction, they are prompted to add any required attribute before they can save.

     Otherwise, users must enter any required attributes (that were not imported) before they can submit the reconciliation.

8. At the Results prompt, click OK.