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      Import Journal Entry into FreshByte

      Follow the instructions listed below to import General Journal Entries into Freshbyte Software from either a Microsoft Excel file (*.xls), or from a comma delimited text file (*.txt).

      The source file should contain 2 columns (without column headers):
       
      1. Column A - GL Account Number (Valid FreshByte GL Account Number from 2 to 15 characters long - digits only).
      2. Column B - The amount of the posting, (a signed {+ or -}) number, where positive values represent a Debit entry and negative values represent a Credit entry). For clients utilizing the FOREX module, the amount entered in Column B represents the “Home Currency” posting.
      3. Column C – This column can be ignored by all Non- FOREX clients. For FOREX clients, the amount entered in Column C represent the Foreign Currency amount.
      4. Column D – Optional 40-character Line Description. Note – if you do not assign a specific Line Description, FreshByte Software will assign the “Batch Description” to each line in the Journal Entry.
      In order to import the Journal Entry, create a new batch as usual in the existing General Journal Entries screen form and then enter the header information as if a regular manual Journal Entry was being created. After saving the header information, an ‘Import’ button will be visible on the second (Entries) page when in Edit mode and when clicked, a File Selection dialog will open and the user will be able to select the specific file to be imported. At the time the file is selected, the following validations will be performed:
       
      • Every GL account must be a valid account in the current company's GL Chart of Accounts.
      • No amount to be posted may have more than 2 decimal places.
      • The sum of all postings must equal 0; i.e., the batch must be in balance.
       
       After passing these validations, the imported entries will be added to the batch. The location of each entry will be set to the currently selected location and the Entry Description will be set to the Batch Description.
      After the import has been completed, the user will be able to review the entry and then add, change or delete any line-items if needed, after which time, the journal entry can be saved.
       
      NOTE: In order for the Excel file to imported, it must be saved in the system as a "Microsoft Excel 5.0/95 Workbook" file.