Import Data - the Period Values/Journals Tab

Here you can import a file containing period values, company journals, group journals and automatic journals.

You can use this function to import a file containing period values, company journals, group journals and event journals. Before importing, you can:

  • Open a summary of the file content
  • Define whether and how you want the log report to be displayed
  • Define if you want to replace or clear imported values.

You can also choose to display a log report describing the number and type of records imported. If the import file might contain data for locked periods or invalid data, you should define how you want to process them before you start the import process. This can be completed in the Default Option area of the window.

Procedure

  1. On the Transfer menu, click Import Data. The Import Data window opens.
  2. In the Directory text box, enter the path to the directory where the import file can be found, or click the Select Directory button to select the relevant directory.
  3. Select the Rename Import File check box to change the file extension after importing the file. This ensures that files that already have been imported are not displayed in the import list. This is only applicable when you import the file from a directory.
  4. Select the relevant error handling option:
    • Continue with Import if the Import File Contains Values for Locked Periods: This option is selected by default. Clear this option if the import file contains values for locked periods and you want to interrupt the import. Select this option if you want to continue the import irrespective of the existence of data for locked periods. This option is only available if the check box Import of Data for Locked Periods Allowed is selected in General Configuration, General 1 tab.
    • Continue with Import if the Import File Contains Invalid Values: This option is selected by default. Clear this option if the import file contains invalid values and you want to interrupt the import. Select this option if you want to continue the import irrespective of the existence of invalid data.
  5. Click the View File Contents button to display an overview of the file content before performing the import. Click Close to return to the Import Data window.
  6. Click the Details button to display further options at the bottom of the window.
  7. Select the relevant log report option:
    • Log to Screen: Select this option to open the log destination window, where you can select to print the log report, view it on the screen or cancel.
    • Log to printer
    • Log to file (franlog.log): Select this option to save the log report as the file Franlog.log in the specified directory. You can open the file in any text editor, such as Notepad.
    • No log
  8. Select the relevant option for deleting values before importing the new values:
    • Replace Imported Accounts: Selecting this option will have the result that only accounts included in the import file will have their data deleted, before importing new data from the import file. It is important to note that when using this option, the accounts will only be replaced for the specific journal type or closing version contained within the import file.
    • Clear Forms: Selecting this option will have the result that the forms that data was exported for will be cleared of data in the importing system. The import file data will then be imported to the empty forms ensuring no residual data remains before the import is processed. This option only applies for data that is not stored on extended dimensions 1-4. This is the default option when importing data.
    • Clear Dimensions: Selecting this option will have the result that the company or companies included in the import will be cleared of data for forms that are directly and indirectly linked to the forms contained in the import file.
    • Clear Imported Companies: Select this option to clear the companies included in the import file for the current period and actuality, before importing the values.
  9. Click the Run button.

Results

  • When selecting options for clearing existing values, note that using the Clear Forms option will overwrite all manual and automatic journals for included accounts. This is the case even if the only included values in the file are of the REPO or BASE type.
  • If you are experiencing problems when importing data from a reporting unit or subgroup, it may be because you do not have the same structure versions. You can either export the relevant structures and ask the reporting unit or subgroup to import these structures and send new data files, or you can use the Structure Version function on the Maintain menu.
  • If you need to re-import a data file, you may need to use the Delete Period Data function to clear the imported forms before re-importing them.
  • You can only import one file at a time.