Import Journal Entries

The G/L Import adds records directly to the "General Journal Entries" window. You can view this window under the Tasks menu if you would like to see what the imported result will look like.

Expenses that need to process on a run closing to be allocated to the investors in the well can also be imported on this window. Importing expenses allows you to pass on the expenses without going through the payable process within the software. If you intend to do this, be sure to read the section at the end of this topic on "Entering Well Expenses For Distribution".

Revenue that needs to be allocated to the investors in the well can not be entered with this import. Use the receipt import option to accomplish that.

The following fields are available to be imported:

BATCH (Optional)
(8 Characters)
The batch number to assign to this journal entry. There must be a balanced entry of debits and credits. Use the same batch number on each entry in the balanced batch.
If the batch is not included in the import, then the batch number will be automatically assigned. Allowing this to be automatically assigned will prevent the same batch number from being used multiple times.
If there are multiple batch numbers in the import, each group of entries with the same batch number will be treated as a journal entry.

DATE
(10 Characters)
The date to post this entry to the G/L. The format of the date should be MM/DD/YYYY.
If multiple dates are used within the same batch, it will use the most recent date for the date of the batch.

ACCOUNT
Exactly 6 Characters
The Account number that should be used for this line of the Journal entry.
Any account used on an import should already be setup within the software on the Chart of Accounts window prior to importing.

DESCRIPTION
(30 Characters)
The descriptive information for each detail line of the journal entry. This will be displayed in the Description column.

REFERENCE (optional)
(15 Characters)
A shorter reference or invoice number. There is one refence for each Batch. This will appear in the Reference ID field.

WELL ID (optional)
10 Character maximum
The Well ID is optional. It can be used as either a simple reference (Doesn't affect well reports or run closings) or it can be used to assign an expense to a well so that it does process on a run closing and affect the investor/well reports.

By default, the Well ID is a simple reference on the journal entry that doesn't affect anything else. It doesn't affect the well reports or what is allocated to investors on a run closing.
If you do want this imported line to create an expense that will process on a run closing, then review the note at the bottom of this topic (Entering Well Expenses For Distribution) to fully understand how to add well expenses through the G/L Import.
Any Well ID used on an import should already be setup within the software on the Well Information window prior to importing.

EXPENSE CODE (optional)
(4 Characters)
The expense code that should be associated with this side of the journal entry.

This should only be filled out if you want this journal entry to represent an expense that will process on a run closing. If you don't need that, then the expense code won't affect anything so is better off left off. If you do want the expense to process on a run closing, then refer to the note at the bottom of this page to fully understand how to add well expenses through the G/L Import

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DEPT (optional)
8 Character Limit
If you are using the Department classifications within the software, then you can specify a Department to be associated with this line.
Any Department code used on an import should already be setup within the software on the Department Information window prior to importing.

DEBIT
12 Character limit (including 2 decimal places)
The amount of the Debit that should be made to the specified account for this imported line.
Either the Debit or Credit needs filled out for each line being imported. If this line represents a Credit, then you can just leave the Debit blank since it will be reported on a separate line.

CREDIT
12 Character limit (including 2 decimal places)
The amount of the Credit that should be made to the specified account for this imported line.
Either the Debit or Credit needs filled out for each line being imported. If this line represents a Debit, then you can just leave the Credit blank since it will be reported on a separate line.

UNUSED
This selection acts as a placeholder for columns on your spreadsheet that you don't want imported. If your spreadsheet has a column that doesn't need imported, you can delete it from the spreadsheet, or map it to either the "--------" or Unused selections.

--------
This selection acts as a placeholder for columns on your spreadsheet that you don't want imported. If your spreadsheet has a column that doesn't need imported, you can delete it from the spreadsheet, or map it to either the "--------" or Unused selections.

"Entering Well Expenses For Distribution".
It is best to import current expenses through the Enter Bills window. That will create a payable and is a more efficient process. However, If you don't need a payable created, you can import expenses with this G/L Journal Entry import.

For expenses that need to process on a run closing the following steps MUST be followed. We don't currently have validation to force these, so it will be up to you to confirm it is setup properly and audit the results.
- Every Expense must have its own line on the import file.
- Every Expense Line MUST have an expense code selected on the corresponding line of the import file.
- Every Expense Line MUST have a Well ID selected on the corresponding line of the import file.
- Every Expense Line MUST have the Expense Clearing account selected as the Debit side of the posting.

EXTRA STEP:
All expenses MUST have a production period associated with them in order to process on a run closing. The import doesn't include a field for this. Therefore, all imported expenses (when importing GL entries) will be placed into the Allocation File. You will need to go to the Tasks menu and choose Allocate Held Expenses. Specify the desired production period, then mark all of the expenses that should be assigned to that period and press the Allocate button. That will then place the expenses on the new run so that you can see them on reports and so that they will be included when you close the next run.