Table of Contents
Overview
Import Format
Importing Posting Wizard
Warnings and Errors
Overview
The Import Posting feature improves efficiency by quickly processing multiple postings from a single spreadsheet. An Import Wizard is used to identify and display errors and warnings when invalid data is detected in the spreadsheet. Multiple batches may be imported and posted at once and imported spreadsheets are linked to the transaction in the Journals screen to provide a source file reference.
Import Format
The Excel files to be imported must follow specific matching criteria for each column. To import, the file must have particular column headers.
Click this link to download an example file to get started.
VUE accepts six columns when importing postings from Excel. Not all of these columns are required, and these columns can be placed in any order in the spreadsheet. Columns that are not accepted are ignored during the import. The accepted columns include:
• Company - If your dealership is set up for multi-company postings, this column includes the company number that the posting is made against and is required. If multi-company is not set up, input is not required and will default to the store/company the user is logged into.
• Journal - This column represents the Journal number that the posting will be created in and can vary per Reference. Input in this column is required.
• Transaction Date - This column represents the date the entry will post to the General Ledger and does not have to be the same date for each separate reference. A Transaction date Is required.
• Reference - Up to 100 References can exist on a single import spreadsheet. Each Reference will be assigned its own Batch Number.
• Account - This column is required and includes the account number to be used on a specific line in the posting.
• Control - This column contains the control number to be used on a specified line if the account number provided is a scheduled account.
• Count - This column includes the number of units to post on a specific line if the account number provided is a counted account.
• Description - This column represents the description to be posted on a specified line. Input in the column is not required.
• Amount - This column represents the amount of money to post on a specified line and should be defined if all other required fields have been defined.
Multiple Batches
Rows that contain the same Journal, Reference Number, and Transaction Date will be assigned
the same batch number so the file can contain details for multiple batches. The number of unique
batches is limited to 100 per import posting. Accounts Payable are limited to once per batch.
Importing Posting Wizard
Navigate to Accounting > General Ledger > Manual GL Posting/
• Hover over the Import Posting button in the Action Ribbon and select External File.
• On your PC, double click the excel file that you want to import.
• Click Open.
Warnings
The Warnings page alerts you to the number, type, and location of defects.
Warnings do not have to be resolved to post.
Click Next to move to the Errors page.
Errors
The Errors page shows you the type of error and row number to fix.
Correct the listed errors on your source Excel document.
Then click Upload Again to inspect the file for any remaining errors.
When all errors are resolved, the Next button is available.
Click Next to move to the Import Details page.
Note: A list of conditions and errors is provided on the last page of this document for reference.
Import Details
The Import Details page summarizes the number of batches (max 100 batches) in the import along with the month and year of the posting.
Click Post to post the imported file.
Complete
The Complete page lists each batch number and the company to which it was posted.
Clicking the Print button creates a PDF file that you may save or print.
Link to the Imported Document
Batches posted through import posting include a link to the Reference number in Accounting >
General Ledger > Journals.
Clicking on the Reference link downloads a copy of the original spreadsheet to the default download
folder on your PC.
From the file, you can review how it was originally uploaded.
Warnings and Errors
| Error Message | Condition |
| • Columns not formatted properly. • Columns A, B, and C are not formatted properly |
Spreadsheet Formatting Incorrect |
| • Reference Out of Balance (# of references out of balance) • Reference x, y, z are out of balance |
Entries with same Journal, Reference, or Transaction Date do not balance to 0.00 |
| • Import is Out of Balance • Import is Out of Balance by $xxxxx |
All amounts on spreadsheet don’t balance to 0.00 |
| • Missing amount (# of missing amounts) • Rows x, x-x, x |
Missing Amount |
| • Missing Reference (#of missing references) • Rows x, x-x, x |
Missing Reference |
| • Invalid Accounts (# of them) • Rows x, x-x, x |
Missing Account |
| • Invalid Transaction Dates (# of them) • Rows x, x-x, x |
Missing Transaction Date |
| • Invalid Store (# of them) • Rows x, x-x, x |
Missing Company/Store Number |
| • Invalid Journal (# of them) • Rows x, x-x, x |
Missing Journal |
| • Scheduled transaction with missing Control (# of them) • Rows x, x-x, x |
Missing Control |
| • References contain multiple AP accounts. (# of references out of balance) • Reference x, y, z contain multiple AP accounts |
An AP account is used more than once on the same Reference |
| Warning Message | Condition |
| • Counted accounts missing count (# of them) • Rows x, x-x, x |
Account with Count Allowed = Yes used with no Count defined |
| • Scheduled transaction with a control that was not found (# of them) • Rows x, x-x, x |
Control number does not exist- validation of control for each control type |
| • Non-unique reference • Rows x, x-x, x |
Reference not unique • only applies when in the same journal |
| • Transaction with no description (# of them) • Rows x, x-x, x |
Missing Description |