Import journal entries from Fixed Assets CS

Setup information

X:\WINCSI\Accounting CS (where X: is the drive letter where the application is installed)
X:\WINCSI\Accounting CS Data

Use the undistributed general ledger account (999) that is automatically created in
Accounting CS
.
Create a new general ledger account and name it
Fixed Assets CS Depreciation Offset
, or something similar. (This is a clearing account that is used when the journal entry is created.)

Pre-import procedures

Choose
File
>
Print
and print the Book or Tax Group Summary report (depending on which treatment balances you want to use to make the journal entry). Use the report to verify that each asset group's cost and accumulated depreciation beginning balances for the current period coincide with the beginning balances for the corresponding accounts in Accounting CS.
Select
Setup
>
Journal Entry Accounts
to open the
Journal Entry Accounts
window.
Assign a unique number from 2.00 to 99.99 in the
Journal entry reference number
field at the top of the dialog. The application will use this number when the transaction is posted in Accounting CS.
To make a single journal entry for all assets, mark the
Create a single journal entry for all assets
checkbox.
note
This checkbox remains marked and unavailable (grayed) until an association is enabled that can be used for the journal entries (step 6).
To make journal entries based on an association, select an association from the
Association
dropdown.
The following associations can be selected if they are enabled and if the association contains list data.
Group (default, when enabled)
Location
Type
Division
Cost center
Department
Custom associations that maintain a list
In the Journal entry format section, mark the
Journal entry for Accounting CS
checkbox to have Fixed Assets CS create the journal entry transaction files to be imported into
Accounting CS
.
note
The checkboxes in the Journal entry format section are available only if the application and client data paths have been entered correctly in the File Locations tab of the
User Preferences
screen in Fixed Assets CS.
You can mark only 1 checkbox in the Journal entry format section for each journal entry transaction file. Clear the current journal entry format checkbox when you want to make the other journal entry format checkbox available (ungrayed) to mark.
Select the option in the Treatment group box (either Book or Tax) that the application should use to create the journal entry.
For each item in the list for the chosen association, enter the journal entry description and the applicable general ledger account number.
For each asset group, enter the journal entry description and the applicable general ledger account number.
Enter the general ledger offset account number in the
Offset
field.
Select
OK
to close the
Journal Entry Accounts
window.
Be sure to close the client in Fixed Assets CS to ensure that the import process works properly.
note
Fixed Assets CS automatically creates journal entry transaction files for each period that the client processes in Accounting CS when the client is saved or closed in Fixed Assets CS.
To view journal entry information that is ready to be imported into
Accounting CS
, select
Tasks
then
Display Journal Entry
.

Locate the export file

Import client data

In any client-specific screen, verify that the correct client is selected in the client selection field.
Select the
Import Fixed Assets CS Journal Entries
icon to start the import.
The application looks for the export file in the location where Fixed Assets CS saved the file. The
<client ID>
part of the filename must match the client ID of the currently selected client, and the
<period end date>
part of the filename must match the client's current GL period.
Select
OK
when the application displays a prompt that the import is complete.
note
If you subsequently import data from the same file,
Accounting CS
overwrites
the previously imported data.

Select
File
>
Import
>
Client Data
.
In the Import Client Data Wizard, select the applicable client from the
Client Name
field, if it's not already selected.
Verify that
Fixed Assets CS
is selected in the
Source
field.
Select the file from the
File name
field.
Select
Finish
.