How to Import Trial Balances

Once you have added trial balance filesA trial balance file should contain a single trial balance. The records within the trial balance should at least have a reporting unit, general ledger account code, beginning balance (optional), and ending balance. into the Import Queue, and they have passed the validation processThe process in which trial balance files have their file layouts checked against the import layout assigned to the chart of accounts used to add/upload them to the Import Queue. Also, the files are checked to ensure that they have no unknown account codes or reporting units in them., you must next import them into General Ledger Manager to make them available for combination into master trial balances.

The difference between uploading a trial balance and importing one

When you add a file to the Import Queue, the entire file is added. When you import the same file, however, from the Import Queue into Review Trial Balances only the trial balance data from the file is imported into General Ledger Manager and nothing more. The import process trims away all columns of data from each imported file that are not specified in the related chart of accounts as containing trial balance data. Therefore, if the file layout defined in the related chart of accounts indicates that a trial balance has its trial balance data in columns 1 - 4 and the file has 10 columns, then columns 5 - 10 will not be imported.

Each successfully imported file is removed from the Import Queue and imported into the General Ledger Manager database. You can view them in Review Trial Balances.

Importing Trial Balances

You can only import trial balances listed on the Import Queue that have a status of valid as shown in the Format Validation column. To import trial balances, do the following:

1. Click the check box next to each valid file that you want to import to select it.

Alternatively, if there are many valid trial balance files that you want to import, you can click the topmost check box in the grid of trial balances to select all the trial balances in the Import Queue and then deselect the few that you either cannot or do not want to import.

2. Click Import in the grid menu to import all selected trial balances.
3. Review the Import Status page to view the results of your import.
4. Take the appropriate action on the Import Status page.

Viewing the Results of Your Import

General Ledger Manager displays the results of your import on an import status page that appears as soon as you click Import. The Import Status page provides you with the following:

• A list of the files that could not be imported due to errors as well as the nature of those errors.
• A link to delete each file that could not be imported.
• A list of the files that were imported successfully.
• A What Would You Like To Do Next section that contains links to other actions that you can take based on your import results. For example, if you successfully imported your trial balance files, you can click the link to go to Create Master Trial Balance and create master trial balances using the files that you imported.