Defining an import specification

An import specification defines the rules for reading an import file.

1. To access the Import specification, on the Populate tab, click Import data, then click Import settings.
   The Import settings window opens.
2. Click the Specifications tab and click Create specification.
3. In the Create specification window, type or select the following fields:

   Name

   Name of the import specification

   Description

   Description of the import specification

   File type

   File type can be .csv or .xlsx

   Field delimiter

   The field delimiter in the data file. Applies to .csv files only.

   Decimal separator

   The character used to separate data values in the import file. Values are ,or .

   Digit grouping

   Specify whether a comma is used to group digits in a numerical value.

   Start row

   Row number to start reading the file at.

   End row

   Row number to stop reading the file at. Specify when you want to import only a portion of the file. If left empty, the file will be read to the last row.

   Skip amount 0

   If this check box is selected, numerical values of zero are not imported.

   Debit/Credit Layout

   If this check box is selected, your import file must have a Debit amount column and a Credit amount column.

4. Click Save.
   The import specification is displayed in the Specifications list. The red dot means that the specification is not complete or invalid.
5. Click the name of the import specification.
6. Under Fields, you must define the import specifications for Account, Actuality, Amount, Company, Period, up to four extended dimensions, Counter Company, Counter Dimension, Transaction Currency, Transaction Amount, Journal Type, Journal Number, Journal Description, Record Number, Debit Amount (if debit/credit layout is enabled), and Credit Amount (if debit/credit layout is enabled) fields. Select the check box beside field name to enable it.

   The following fields are mandatory Account, Actuality, Company, Period, Amount, Record number, Journal Type.

   Record Number

   Contains the record number you assign to the batch prior to transfer. A record number must be unique within the file. Journal lines with the same record number will get the same journal number. The record number must have a maximum of 4 characters.

   The following fields are mandatory Account, Actuality, Company, Period, Amount, Record number, Journal Type.

   Journal number

   Journal number is not compulsory, but if activated, it must have a number from 101 to 999 in the file to be imported.

   Note: If the journal number is not indicated in the file then the “Next available journal number will be assigned”. If the journal number already exists it will be overwritten.

   For each field, you can define the following items:

   Column index

   Column number in the file that contains the value.

   Lookup table

   Applies to Account, Company, Counter Company, Counter Dimension, and the four extended dimensions.

   If a lookup table is defined for the Controller object, select this check box and then select the lookup table from the list that displays.

   Note: Only lookup tables that you define appear in the list. If you want to use lookup tables that were defined by someone else, your administrator has to give you access to it. Invalid lookup tables do not appear in the list.

   Get from context

   Applies to Actuality, Company, and Period only.

   Select this check box to have Controller get the value from the context. The context is the project and company you selected earlier.

7. Options:
   • Reject unbalanced journal - If ticked and if the journal is not balanced (Debit is not equal to Credit for non statistical accounts), this record number will be discarded.
   • Account for differences (this field will be enabled only if reject unbalanced journal is not ticked) is compulsory. If the sum of Debit amounts is not equal to the sum of Credit amounts for non-statistical accounts then the difference will be booked in the account specified here. Only non statistical accounts (account type A,L,E,I and C) not analyzed by dimensions will appear in this list.
8. Click Save.
   The import specification is displayed in the Specifications list. If the specification is complete and valid, a green dot is displayed beside it.