Uploading Trial Balances to the Import Queue

Trial balance data files from Enterprise Resource Planning (ERP) systemsAn enterprise-wide information software system for collecting, managing, analyzing, and distributing company information, including operating information such as finance and accounting data. ERPs can export accounting information such as trial balances in flat files for use in other financial reporting systems. In this instance, they are a source of data for Trial Balance Manager. must be added/uploaded to the Import Queue in General Ledger Manager before they can be available for import into General Ledger Manager for combination into master trial balancesA Master Trial Balance is a composite of various trial balances, which may be generated from different accounting systems, that shows entities, their master account codes and the beginning and ending balances for those accounts in a spreadsheet format..

Trial balance data files can be added manually, one at a time, to the Import Queue and/or automatically, many at once without the continuous intervention of the user.

Note: Prior to adding any trial balance data files, ensure that they meet the Requirements for Trial Balance Files that you Add to the Import Queue.

How to Add Trial Balance Data Files Manually

To add trial balance files manually to the Import Queue in Import Trial Balances so that they can be validated and, if found to be valid, imported into General Ledger Manager, do the following:

1. Click Add a File to Queue in the menu grid of the Import Queue in Import Trial Balances. Add a File to Queue is displayed in the view.
2. In Add a File to Queue, you must complete three steps in which you 1.) select a trial balance data file to add to the queue, 2.) associate it with a chart of accounts, and 3.) associate it with an import layout.

In step 1 of Add a File to Queue, select the trial balance data file that you want to add by do the following:

1. Click Browse. The Choose File to Upload dialog is displayed in Windows Explorer.
2. In the Choose File to Upload dialog, click the trial balance data file that you want to add to the Import Queue and then click Open. The path to the file and its file name should be displayed in the Browse field, and a preview of the contents of the chosen file should be displayed at the bottom of the view.
3. In the Data Type field, select the data type of the trial balance file. Trial balance files must contain either a year of data, a month of data, or a date-year-to-date amount of data in which case you select either Year, Month, or To Date, respectively, in the Data Type field.
4. In the Date/Year field, select the specific date/year value in accordance with your data type selection. For example, if you selected Year as the data type for the trial balance file, then select the specific year of the data in the trial balance file that you will be adding.
5. Click Next or click 2 Select a chart of accounts to proceed to step 2 of the process of adding a file to the queue.

In step 2 of Add a File to Queue, select the appropriate chart of accounts for the trial balance data file that you are adding as follows:

1. Click the radio button next to the chart of accounts that you want to associate with the trial balance data file. The charts that will be available for selection are only those whose tax year matches to the year that you select for the trial balance data type in step 1 of Add a File to Queue.
2. Click Next or click 3 Select an import layout and then click Add to Queue to proceed to step 3 of the process of adding a file to the queue.

In step 3 of Add a File to Queue, select the import layout for the trial balance data file that you are adding as follows:

1. Either accept the default import layout assigned to the chart of accounts that you selected; or, click Use a layout from Import Layouts to select a different import layout; or, if you do not like the default layout or any in Import Layouts, click use a custom layout to create one specifically for the trial balance file that you are adding.

If you create a custom layout and have administrator privileges, you will be able to save the custom layout in Import Layouts. If you do not have administrator privileges, however, then you will not be able to save the custom layout.

2. Click Add to Queue at the bottom of the view to add the selected trial balance file to the Import Queue using the chart of accounts and import layout that you selected for it.

Once you have added trial balance files to the Import Queue, you can then import the valid ones into General Ledger Manager.

How to Upload Trial Balance Data Files Automatically

Note: Your installation of General Ledger Manager must be licensed to use General Ledger Manager connect for automatic upload of trial balance files.

To set up automatic upload of trial balance data files to the Import Queue, do the following:

1. Click Settings in the upper right corner of the Home page, and click Download connect to download the Thomson Reuters software program that enables automatic upload of trial balance files to the Import Queue. When you click Download connect, the install prompt is displayed at the bottom of the view.
2. In the install prompt, click Run to install General Ledger Manager connect. The General Ledger Manager connect setup wizard is displayed.
3. In the setup wizard, follow all of the steps to install General Ledger Manager connect.
4. Once you install General Ledger Manager connect, it must be configured for your installation of General Ledger Manager. Your technical staff must complete this configuration process.

Considerations for Automatic Upload of Trial Balance Files

Consider the following prior to instituting the automatic upload of trial balance data files to the Import Queue in General Ledger Manager:

• As part of the automatic upload process, General Ledger Manager will seek to automatically associate a chart of accounts to each trial balance data file. General Ledger Manager does this by matching the file name prefixAll trial balance files uploaded to General Ledger Manager must be associated with a chart of accounts for file validation purposes. For the automatic upload of trial balance files, General Ledger Manager applies the correct chart of accounts to trial balance files by matching its file name prefix to the file name prefix in the names of incoming trial balance files. Therefore, if your trial balance files are automatically uploaded, you must enter a file name prefix on a chart of accounts that is unique and that matches that of the trial balance files to which you want the chart to be applied. File name prefixes must not include underscoring or the following special characters: \ / : ? " < > |. entered for each chart of accounts to the file name prefix of the file name of the automatically uploaded trial balance files. Therefore, ensure that each chart of accounts that you want General Ledger Manager to associate with a trial balance file upon upload has the appropriate file name prefix.
• Ensure that the trial balance data files that will be automatically uploaded meet the Requirements for Trial Balance Files that you Add to the Import Queue.