G/L Account Import

User can import G/L accounts using an import spreadsheet provided in system.

Navigate to the menu Accounts -> G/L Account Maintenance -> G/L Accounts Import.

Template

Click on the button “Download Template”. The excel sheet will open and you can fill out the fields as follows:

Field Name	Example	Description	Mandatory (Yes/ No)
Company ID	01	This is the company name under which this GL code is used and will be the first level number of the GL account number. This is a value which is already setup in System under the "Level 1: Company" Setup menu. This might be 2 digits or 3, depending upon the previously set structure.	Yes
Level 2 Code	002	This is the second level number of the GL account number. This must be a valid level within System. The number of characters in this level was previously set.	Yes
Level 3 Code	030	This is the third level number of the GL account number. This must be a valid level within System. The number of characters in this level was previously set. Can be left blank if you are not using this level.	No
Level 4 Code	0400	This is the fourth level number of the GL account number. This must be a valid level within System. The number of characters in this level was previously set. Can be left blank if you are not using this level.	No
Level 5 Code	0500	This is the fifth level number of the GL account number. This must be a valid level within System. The number of characters in this level was previously set. Can be left blank if you are not using this level.	No
Description	Accounts Receivable	This is the description of this account which will default and display whenever the account is searched for or used in system	Yes
Posting Type	D	The valid values are D or S. This is where you state whether it is a summary or detail posting.	Yes
Report Type	B	The valid values are B or P. This is where you state whether it is a profit and loss or balance sheet.	Yes
Debit or Credit	D	The values are D or C. Debit or credit type account.	Yes
External G/L Code	02*0002*04000	This is where you enter the code of the external account if available.	No
WIP Type	N	The valid values are I, C, or N. This could be the value as Inventoried, Amortized Costs or not applicable.	No
Account Type	D	The valid values are D, H or M. This is the type of account being a (D) detail account where posting is allowed, or (H) header account which is used in the trial balance, or (M) memo type where it allows posting statistical data.	No
Pre-Paid G/L Account	01*6500*1100	This is a prepaid account associated with this account and must match an account already in the Naviga system, so import your deferred/Pre-paid accounts in a separate batch first.	No
Inactive	N	This is a yes or no for whether this is an active account or inactive account.	No
Job Required	Y	This is a yes or no for requiring user to enter a job associated with this account when entering this account throughout system such as in the case of invoice entry.	No
Pub Required	Y	This is a yes or no for requiring user to enter a publication associated with this account when entering this account throughout system such as in the case of invoice entry.	No
Issue Required	N	This is a yes or no for requiring user to enter an issue of the publication associated with this account when entering this account throughout system such as in the case of invoice entry.	No
Employee Required	N	This is a yes or no for requiring user to enter an employee associated with this account when entering this account throughout system such as in the case of invoice entry.	No
Project Required	N	This is a yes or no for requiring user to enter a project associated with this account when entering this account throughout system such as in the case of invoice entry.	No
Shortcut	0200023000	This is an alias or shortcut which you can enter and use to search on this account in the search screen. For example, you can enter the account number without the asterisks or enter a nickname for the account in text and use that to search on the account in any screen and the account will be available to be use. Multiples can be separated with a comma.	No
This is a Clearing Account	Y	This is a yes or no (Y or N) field to indicate whether this is a clearing account.	No
Fixed Asset Type	AD*COMPUTERS	If this is a Fixed Asset GL, you might have a Fixed Asset Type associated with it. The code entered here must match an existing Fixed Asset Type previous set up in the system	No

Save the spreadsheet to your desktop. Then click on “Select” on the import page and browse for the file you just saved. Select the file to be uploaded to System. Click on “Test Import File”. This is necessary to correct any errors in the imported spreadsheet prior to importing.

If you have errors, system will alert you to them. Click on OK to view the error details.

System will display the reason for the errors. Click on “Close”, and then click on “Remove” to remove the file from being imported. Reopen the template you saved to your desktop and correct the errors and save it again to the same location. Select the file to upload into System and repeat the test import process until you receive a success message indicating that your import is accurate.

Click on the button “Import”. The import will be successful. If you click the node on this screen for the level you imported, you should be able to view the newly imported account with its description.

Edit any remaining fields as needed and click on “Save”. The account will be ready for use in system.

Note that if the G/L code on the spreadsheet already exists in the system it will be overridden by the data on the imported spreadsheet. If the data does not exist, then the record will be created. Where a G/L Level does not already exist it will be created, it will be necessary to go into that level and enter the level description after the import.