Importing (Various Files)

Tip:  The specifications for importing the various files, along with spreadsheet import templates, are available here.

  1. From within the appropriate option for the desired file to import, select the Options menu and then the applicable Import option.

Accounts Payable Import options:

General Ledger Import options:

Payroll Import options:

Fixed Asset Inventory Import options:

Human Resources Import options:

Negotiations Import options:

Accounts Receivable Import options:

Notes:  

1)  The ‘Import New’ options for Maintenance menu items only add new records to the database (or tie the records to the correct new usage, if applicable). Therefore, records to be imported that match an ID for an existing record of the same usage will show as an error because it is considered a duplicate record; however, records to be imported that match an ID for an existing record of a different usage will show as a warning (and the data will be merged, if applicable).  

2)  Unless noted below, the other ‘Import’ options (those that are not ‘New’ options) for Maintenance menu items replace records, and so if any records to be imported match an ID for an existing record, the applicable data for the matching records will be replaced (data will not be deleted or removed if a new value is not being imported).

3)  When completing the Import Balance Sheet Chart of Account Numbers or the Import Revenue and Expenditure Chart of Account Numbers option in General Ledger, the system automatically changes periods, dashes, and underlines to spaces (unspaced account numbers cannot be imported) and creates any missing references, if applicable.  Also, balance sheet accounts must be imported first, before importing revenue and expenditure accounts, so that the revenue and expenditure accounts can be tied to the correct Yearly Post Accounts during the import process.

4)  The Import Direct Deposit Banks option in General Ledger must be completed before the Import Direct Deposits option for employees, payees, or vendors can be done.

5)  The Import ACA 1095s Covered Individuals option can only be utilized if a calendar year is defined within the Affordable Care Act (ACA) Reporting Setup option with Self-insured - Full Year or Self-insured - Partial Year specified in the Plan Type field.

6)  The Import Direct Deposits option for employees in Payroll only adds new direct deposit transaction records (all records will be imported as new direct deposit transactions even though a record to be imported may have the same direct deposit sequence or Balance type of an existing record).  The Import Direct Deposits option for payees and vendors work like other ‘Import’ options as noted above in item 2.

7)  When completing the Import New Deductions option in Payroll, if the Deduction Sequence field is not imported, the system will automatically assign the correct sequence based on the Deduction Type.

8)  With the Import New Deductions and Import Pay Codes options in Payroll, the cross references are not imported.

9)  The Import Taxes option in Payroll adds a new tax to employees with cross references, or overrides the information for an existing tax without changing the current cross references.

10)  The Import Leaves option in Payroll imports only one year for each employee per leave.

11)  The Import Deduction Rates option in Payroll replaces values (including zeros) if any records to be imported match the rate descriptions for an existing deduction.

12)  The Import Tax Information option in Accounts Payable utilizes Yes/No for fields that are checkboxes (i.e. Accumulate 1099 Amount field), and records with 1 for a field imports as Yes and 0 imports as No.  A blank on an import file will not replace a current value for an existing record, if applicable.

13)  If completing the Import Invoices option in Accounts Payable, select the Include Purchase Order Number on Import Invoices field within the Accounts Payable System File in order to have the Purchase Order Number field available when importing invoices.  If the Include Purchase Order Number on Import Invoices field is selected and a purchase order number (for a purchase order that was previously entered within the School Accounting System) is imported with an invoice, the detail lines on the purchase order and invoice will not be tied together (the outstanding balance on the purchase order will not be reduced); and if the purchase order number is for a purchase order that was not previously entered within the School Accounting System, the purchase order will automatically be created as part of the import process.

14)  The Import options for the Maintenance menu items in Fixed Asset Inventory only allow new records (IDs) to be imported; an error will appear if importing an existing record.

  1. When importing information into custom fields for employees or assets, a screen will appear prompting for the specific custom field in which to have the data imported.  Select the custom field by double-clicking the Custom Field Description.

  2. For Nebraska school districts only, when importing assignment information for your employees (the Import Staff Position Assignments File option was selected), a prompt will appear asking to overwrite (clear) all records and import the new data or to update existing records and add new ones.  To delete all existing records for the Staff Position Assignments report in the Nebraska Staff Reporting option and import the new data, click Overwrite.  To update the existing records for employees where the County District Code, Assignment Code, and School Number are all the same for the existing data in the Staff Position Assignments report in the Nebraska Staff Reporting option and the file to be imported and to add any new records of information (records not matching the data in the imported file will also remain in the Staff Position Assignments report), click Update.

  3. If importing the amounts to post to Box 12DD for the cost of employer-sponsored health coverage on W2s (the Import Box 12DD Amounts option was selected) and there are amounts currently in Box 12DD for one or more employees, a prompt will appear asking to overwrite all existing amounts in Box 12DD and import the new amounts or to add the existing and new amounts together.  To delete all existing amounts in Box 12DD for employees and import the new amounts, click Overwrite.  To add the existing amounts in Box 12DD with the new amounts from the file to be imported, click Add.

Note:  This prompt does not appear if there are no amounts currently in Box 12DD for any employees.

  1. If importing ACA covered individuals and coverage dates for 1095s for employees into the Employee File, a prompt will appear stating the process could take a while and asking to continue; click Yes to continue with the import at this time, or else click No to wait and import at a later time.

  2. At the Import screen, enter the correct path (drive and folders) and file name for the file to be imported in the File Name field, or click the Search button to select the correct path and file.

Tip:  If desired, click the Get Templates button to access the specifications for importing the particular item, along with a spreadsheet import template.

  1. Enter the correct file type (ASCII, Comma, Fixed, Other, Spread, or Tab) for the file to be imported in the File Type field, or click the down-arrow button to select the correct one.  If the fields are a fixed length within the file and there is a carriage return at the end of each record (line), enter ASCII for ASCII Text.  If the fields for a record within the file are separated by a comma, enter Comma for Comma Delimited.  If the fields are a fixed length within the file and the file does not contain carriage returns, enter Fixed for Fixed Length.  If the fields for a record within the file are separated by a character other than a comma (such as a pipe delimiter or tilde delimiter), enter Other for Other Delimited.  If the fields are in a spreadsheet file, enter Spread for Spreadsheet.  If the fields for a record within the file are separated by a tab, enter Tab for Tab Delimited.

  2. Enter the number of header lines included on the top of the file in the Header Lines field.  The number can be up to 2 digits long.

  3. If Comma, Other, Spreadsheet, or Tab is specified in the File Type field, the Number of Fields field is enabled.  If applicable, enter the total number of fields included in the file in the Number of Fields field.  The number can be up to 4 digits long.  This field can be left blank.

  4. If Fixed is specified in the File Type field, the Length field is enabled.  If applicable, enter the length (total number of characters) for one record in the Length field.  The number for the length can be up to 4 digits long.  

  5. If Spreadsheet is specified in the File Type field, the Workshop Number field is enabled.  If applicable, enter the number of the worksheet within the file to import in the Worksheet Number field, or click the Search button to select the correct one.  The number for the length can be up to 3 digits long and range from 0 to 255.  Leave this field blank to default to 0 to import the information from the first worksheet in the file.

  6. Select the Assumed Decimal field if the file does not contain decimals for numeric fields and the system should insert two decimal places during the import.  A checkmark will appear in the box if the field is selected.

Note:  If the Assumed Decimal field is selected and a value to be imported for a numeric field contains a decimal point, the system will not assume the decimal for that particular entry and will use the decimal point as included in the value.  For example, if the value is 3.00 for a numeric field, it will import as 3.00.

  1. If Other is specified in the File Type field, the Delimiter field is enabled.  If applicable, enter the character used as the delimiter to separate the records within the file in the Delimiter field.  Examples of other characters used as the delimiter include a pipe character (|) or a tilde character (~).

  2. Complete the Import Field Information section.  The fields that must be completed have a checkmark under the Required column.

Note:  When importing True/False fields (checkmark fields), a box appears in the Default Value column for the field; select the box to have all the records import with the field selected (with a checkmark in the field).  When importing checks in the Checks File Maintenance in General Ledger, the Position, Length, and Default Value fields for Entity ID, Legal Business Name, Last Name, First Name, and Federal ID are highlighted in dark gray and are not marked as required; however, one of these particular fields (or both the Last Name and First Name fields) must be completed in order to import the specified information.  When importing employee information in Payroll or Human Resources (if applicable), including W2 Box 12DD amounts, the Position, Length, and Default Value fields for Employee ID, Federal ID, First Name, and Last Name fields are highlighted in dark gray and are not marked as required; however, one of these particular fields (or both the Last Name and First Name fields) must be completed in order to import the specified information.  When importing ACA 1095s covered individuals for employees in Payroll or Human Resources (if applicable), either the Covered Individual Federal ID or Covered Individual Birth Date must be imported, so that the records containing the coverage dates for employees can be distinguished from the records for dependents of the employees.  The fields with the Position, Length, and Default Value fields highlighted in dark gray are only used to link the data to import with the appropriate records (such as employees or vendors); the data in those fields cannot be imported.

  1. Click the Display button to view the information (records) from the file that will be imported according to the specified import settings.

Note:  If a record contains invalid data for a field, an error icon will appear in the row by the invalid item in the Display List; make the necessary corrections for the record by keying in the correct information or clicking the down-arrow button, if applicable, to select a valid ID.  All records (lines) with errors must be corrected or deleted before the file can be imported.  To remove a record that should not be imported, click the Delete button located to the left of the desired record; when prompted, click Yes to delete the row.  To remove all records with errors, complete the Delete Rows with Errors option.  If changes are made in the Display List, do not select the Display button again; otherwise, the screen will refresh with the data from the import file and all changes will be lost.  If importing a comma delimited, other delimited, spreadsheet, or tab delimited file, all the data included in the fields in the file to import, along with a line number, will appear at the end of each record in the Display List under the applicable field number (only for those fields designated to import as specified in the Number of Fields field).

  1. Click the Execute button to continue the import.

Note:  When importing budget entries, cash receipts, manual journal entries, checks, invoices, purchase orders, or contract or unit wages, the system rounds amounts to 2 decimal places.  When importing values into a numeric custom field in the Employee File, the system rounds values to 4 decimal places.  If importing contracts and the Pay Rate is not being imported (or designated with a default value to import), the system will calculate the Pay Rate by dividing the Total Contract by the Total Payments.  If importing invoices and the Check Sequence is not being imported (or designated with a default value to import), the check sequence will import as 1.  If importing employee absences and the Subbed For Employee ID is imported, the entries will be tied to the specified employees but not tied to actual absence entries.  If importing cash receipts and the Cash Account is not being imported (or designated with a default value to import), the cash receipts will import using the default cash account for the appropriate fund.  If importing time cards, the Hours field in the Display List will not be automatically updated (recalculated) if changes are manually made to the Time In and Time Out fields.  Also, if importing time cards and the overtime hours are being imported (the Overtime Hours field is completed in the Import Field Information List), the system will not calculate overtime as it assumes the overtime has already been calculated on the time clock; however, if the overtime hours are not being imported (the Overtime Hours field is not completed in the Import Field Information List), the system will calculate overtime on the imported entries.  When importing new assets, if the replacement cost change factor, useful life, inventories/reserved for inventories accounts, depreciation type, first year depreciation type, and/or depreciation accounts are not being imported, the system will use the defaults defined for the appropriate sub class, if applicable.  When importing ACA 1095s covered individuals for employees in Payroll or Human Resources (if applicable), if the ACA Enrollment and Withdrawal Date fields, the All 12 Months field, and/or the individual month fields were specified to be imported and contained data, the information in the ACA Enrollment and Withdrawal Date fields is used first, then the data in the All 12 Months field is used next if the dates were blank or not imported, and finally, the data in the individual month fields is used last.  

  1. Once the file has been imported, the number of records imported will appear in the status bar; click the X in the upper right-hand corner to close the screen.

Note:  If there were records that did not import, contact Customer Support for assistance.