Import Account Info

Notes about Importing Data

Imported data is generally read-only in the Financial screens.

• If data is imported for a fiscal year, the data entry screen for that year is not editable.

• This is done in order to keep imported data synchronized with the general ledger that you are interfacing with.

• If changes are required, they need to be done in the general ledger and picked up in Financial by running another import.

Imported and manually entered data can’t be mixed within the same fiscal year.

• You could import data for the current year data and enter manually for prior years, but not use both methods within the same year.

If Debits and Credits do not balance in the general ledger, you will get an error message but you can continue with the Import if you wish.

Import from LINQ and Sunpac General Ledgers

This gets all accounts for the selected fiscal year from the LINQ or Sunpac general ledger where Fund = 5 and PRC = 000, 001 or 035 or ALL. It also gets beginning balance, beginning budget, monthly activity, and budget/PO activity.

• Account # and Description are imported from the general ledger and cannot be changed in Financial.

• Account Types are based on the standard NC chart of accounts.

• Account Categories, Subcategories, and FC1A line numbers are set up as needed and assigned to accounts based on the standard NC standard chart of accounts.

  • If these settings are edited in Financial: Manage Account, importing again will not override the user-defined settings.

  • Standard DPI accounts will be assigned the 2018-2019 FC1A line numbers.

• Parent Accounts are imported from the general ledger.

  • Any changes made in Financial will be overwritten on the next import.

• If the Location segment of the account code is a valid POSSite, it sets default site assignment for the account. No default assignment is set for warehouse site.

  • Changes made in Financial will not be overwritten on the next import.

• Account Usable is checked if the account is currently valid in the general ledger.

  • If an account is not usable in the general ledger or has an End Date prior to the first day of the fiscal year, Account Usable will be unchecked in Financial.
  • Any changes made in Financial will be overwritten on the next import.

• Prorate Account is not checked or unchecked automatically on Import. It is only updated from Financial.

• Indirect Cost is checked by default for expense codes with Object codes 100-199, 200-299, 312, 332, and 411. However, if Indirect Cost settings are changed in Financial, the changes will not be overwritten on the next import.

• A warning message will display if Debits and Credits are not equal. You can still run the import, but Financial reports (Trial Balance and FC1A) will not be balanced.

  

  • This warning message could be due to one or more things:
    • Finance has started using fund 5 for something other than child nutrition and the General Ledger does not balance by PRC (Program Report Code).  
    • Fund 5 as a whole is not balanced.  Finance sometimes ‘rolls’ balances from 6/30 (previous fiscal year) and that can throw off the debits and credits.
  • Click YES to continue and troubleshoot this message.  It will then populate Meals PlusFinancial so the user can view the amount/month the debits/credits are off (run Trial Balance or the FC1A).  Take note of which month the accounts were out of balance to help Finance determine the amount, or when the accounts became out of balance.  Once corrections are made in the General Ledger,  another Account Information Import will pull the changes from the General Ledger into Meals Plus, and debits and credits should be equal again. 

Flat File Import

This may be used to import account data if a connection to the general ledger database is not available or for general ledger type Other.

• The required fields for Import (Flat File) are Account Number, Description and Account Type. This will give the minimum information that you need to set POS Accounts so you can Export Journal Entries and Update General Ledger from Accountability.

• If you want to run Financial reports that include account activity, you will also need to import the beginning balances and monthly activity.  Budget and PO data are optional.

• Select a fiscal year from the Fiscal Year dropdown list.

• Select 000/001/035 or ALL from the Import PRC codes section.

  • Choosing the 000/001/035 will return results for only those codes.

• Enter or select a name for the Import settings Flat File Import in the field.

  • It will display <<NEW>> the first time, but when you save the Import you can give it a name so you can retrieve it later.

File Configuration Settings

• Set the File Configuration Settings to match your import file.

• Select Delimited or Fixed from the File Format dropdown list.

  • For Delimited, select a delimiter (Comma, Tab, Pipe or Other).

• Click Browse to locate the file to import in File Name field.

• Select Yes or No for Header Information.

  • If you select Yes the first row will not be imported.
  • Suggestion: if you do have header information, you can leave it set to No so you can see your headings while you are setting it up. Change it to Yes before you save so it won’t attempt to import your first row.

File Preview

• Map the data columns to corresponding database fields. 

• Click on a column heading to open a dropdown list of available fields and select the appropriate one.

• If you are using a Fixed format: to select a column, highlight the first character and then hold down the shift key and click on the end character.

• Click Save when you are finished.

• You may also get a screen for mapping the account types in your import file to Meals Plus account types.

• If this is a new import, you will get a screen where you can name it for future use.

• Click Import when the setup is complete and you are ready to Import Account Info.  

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FIN version 9 Help, revised 10/2018