Export general ledger entries from Practice CS to Accounting CS
Practice CS includes a feature that enables you to export journal entries that record accounting activity and import them into the CS Professional Suite General Ledger module.
General Information
- Journal entries are created once work-in-process (WIP) has been billed. No attempt is made to record journal entries for WIP or WIP adjustments.
- Journal entry amounts are created based on the transactions in the system for the dates specified at the top of the Export screen.
- The revenue portion of the journal entry is broken out into detail based on a method you choose. The three methods are: based onActivity, based onEngagement, or all activitysummarizedinto a single general ledger (GL) account. For example, you can get your revenue journal entry broken out where different activities flow to different sales/revenue accounts. This option controls where Practice CS looks for the GL account detail in the underlying data, and therefore also defines where you are required to assign GL account numbers (for example, on each Client/Engagement or on the Activities).
- Activity - For each transaction, look up the GL account code on the Activity setup screen.
- Engagement - For each transaction, look up the GL account code on that client's Engagement in Client Setup.
- Summarize - For each transaction, summarize all of that activity into a single GL account number that you manually specify in the Export Options window.Choose this option for both regular and progress bills in the screen.
- Unspecified GL accounts on the export screen means that WIP was keyed to an activity or engagement that was not assigned a GL account code, or an appropriate GL account number was not specified in theOptionsscreen. If you import that item into CSA, the journal entry will have a blank account number on that entry. You can assign the account number after import by going into theJournal Entriestab of theTransactionsscreen in CSA and editing the imported journal entry directly.
Journal Entry Export Setup
- Assign GL account numbers for your revenue accounts, as follows (pick the section appropriate for the revenue method you selected as described previous):
- If you will be exporting revenue amounts based on the WIP'sengagement, you need to specify GL account numbers on each engagement assigned to all existing clients. This is done in the tab. Note that each client may have multiple engagements, and if this is the situation, it must be done on every engagement. In that instance, you may want to use theEdit Multiple Clientslink at the bottom of theMaintab to change the engagement information for a group of clients simultaneously.noteYou should also update your engagement templates so that the GL account is assigned automatically to any new client engagements from this point forward.
- If you'll be exporting revenue amounts based on the WIP'sActivity, you need to specify GL account numbers on each activity. This is done in theActivitiesscreen.
- If you'll be exporting revenue amounts in aSummarizedfashion, you'll need to specify a GL account number in the journal entry options screen. Go to theJournal Entriesscreen, and selectOptions. ChangeBase billed Time & Expenses ontoSummarizeand specify a GL account. Do the same for theBase net Progress Bills onfield.
- Add GL account numbers to your taxing authorities if you use sales or service tax within the program. Go to and specify a GL account for each tax jurisdiction.
- Go to and selectOptions.
- Select a basis for the journal entry, eitherAccrualorCash.
- Specify the revenue method you selected (as described previous) for both regular and progress bills in theBase billed Time & Expenses onandBase net Progress Bills onfields.
- In theBase Taxes onfield, specify whether the program should retrieve GL account numbers from the taxing authorities assigned in Step #2, or summarize all taxes into a single GL entry. If you select theSummarizeoption, then you'll also specify the GL account number to use in the journal entry.
- TheGL Account Assignmentssection of the screen is used to specify GL account numbers that aren't retrieved from elsewhere in the program. The fields available will change depending on whether the journal entry is being made on an accrual vs. a cash basis. Each available field should be filled with the proper GL account number.
- In CSA, specify the file location of the Practice CS integration files. Go to theSetup / User Preferences / File Locationsscreen. Verify that the Practice CS data path location correctly points to the "Shared Files" location used during Step #1 of the initial Practice CS installation. Unless your firm uses a custom path, this will typically be \WinCSI\Practice CS Data on your shared network drive (or local C: drive in a non-network installation).
Journal Entry Export Process - CS Professional Suite (CSA)
- In Practice CS, go to .
- In theExport entries forfield, specify a period or date range. The amounts shown on the screen will cover the activity represented in the time period selected.
- SelectExport.
- In CSA, import the journal entry using theImport Practice Journal Entriesmenu.note
- Transactions are posted to the GL period which corresponds to the Practice CS current period beginning month, and will post only to the latest GL year to which the client has ever been moved in CSA, regardless of the actual date on the transactions. For example: your current period in Practice CS runs from March 1 - March 31st, and in Step #2 previous you specified a date range of February 1 - February 28th. While the JE amounts will cover 2/1-2/28, the period that they would post into would be March, because the current period beginning date in Practice CS is in March.
- A valid General Ledger license must be installed on the CS Professional Suite to import journal entries from Practice CS.
