Importing CBS transactions data from a Microsoft Excel spreadsheet into Accounting CS

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Important!

As of June 1, 2017, Thomson Reuters no longer provides support for Client Bookkeeping Solution. On that date we discontinued phone and email support and we no longer provide application updates. For more information, see the following topics.

When you transition your clients from Client Bookkeeping Solution (CBS) to Accounting CS Client Access, keep in mind that you cannot convert client data directly from CBS to Accounting CS. You can export the account balances from CBS Accounts Payable, CBS Accounts Receivable, and CBS PayCheck to Creative Solutions Accounting (CSA) using the Export to Accountant feature. When you import the CSA client data into Accounting CS, the same account balances are also transitioned into Accounting CS.

The preferred method for entering open transactions is to enter the open transaction balances directly into Accounting CS via the Beginning Balance dialog (accessed by clicking the Ellipsis Ellipsis button button in the Setup > Vendors > Accounts Payable tab or the Setup > Customers > Accounts Receivable tab.

If you need the detail of historical transactions, you can select Transactions in the Accounting CS spreadsheet import wizard to import several types of transactions. Show me.

Transaction type Notes
AP check If the AP service is not enabled, the application displays an error in the Transaction Type field.
AP payment If the AP service is not enabled, the application displays an error in the Transaction Type field.
Check
Credit This type will be imported as a Deposit.
Debit This type will be imported as a Payment.
Deposit
Journal entry If you are licensed for only Accounting CS Payroll, the application will not import journal entries.
Payment
Withdrawal This type will be imported as a Payment.

Important information about converted account balances

If you convert CBS client data from CSA to Accounting CS using the File > Import > CS Professional Suite Accounting Products Conversion command in Accounting CS, the converted balances include all CBS transactions.

If you subsequently import transactions via the Spreadsheet Import wizard, the application adds the imported payable and invoice amounts to the existing balances, which causes the balances to be incorrect.

Exporting CBS transactions to a spreadsheet

You can export transactions data to a spreadsheet in CBS while previewing a report. This example walks you through the process of creating a list of accounts payable transactions, updating the format in the file, and importing it into Accounting CS.

Note: The steps will be similar when using the Accounts Receivable Invoice/Payment List report, selecting Detail Format. 

  1. In CBS, choose File > Queue Reports and click the Accounts Payable tab.
  2. Mark the AP Transactions List checkbox and click the corresponding Options button.
  3. In the AP Transaction List dialog, choose Detail - AP acct summarized in the Format group box.
  4. In the Activity to include group box, choose the transactions to import.
  5. Click OK.
  6. In the Queue Reports dialog, click the Print Preview button.
  7. In the preview window, click the Export CBSenvelope button in the toolbar.
  8. In the Format Options dialog, select Excel 8.0 (XLS) (Extended) as the format.
  9. Select Disk file as the destination.
  10. Click OK.
  11. In the Format Options dialog, choose the following options:
    • Column Headings
    • Use worksheet functions to represent subtotal fields in report
    • Column width based on objects in area "Details"
    • Tabular format (Arrange all objects in one area into one row)

    cbsoptions

Note: For some reports, the option of Details in the Column width based on objects in the area may not be available, choose Constant column width 10 instead.

  1. Click OK.
  2. Specify the filename and location to save the spreadsheet.
  3. Locate the new spreadsheet and open it in Excel. If Excel displays an error message saying that data may have been lost, click OK to dismiss the message. To prevent this error from being displayed again in the future, save the Excel file using a different filename and select your version of Excel as the type.

You will need to reformat the spreadsheet to comply with the format required for import into Accounting CS. For details on formatting the spreadsheet for accounts payable transactions, see Spreadsheet import - AP transactions.


To import CBS Accounts Receivable transactions, repeat these steps and generate the AR Transactions List report in the Accounts Receivable tab of the File > Queue Reports dialog instead of the AP Transactions List report. For details on formatting the spreadsheet for accounts receivable data, see Spreadsheet import - AR transactions.

Before importing spreadsheet data into Accounting CS

  • Create a backup of the client data using the Client Data Management Utility. The utility creates a backup of just the client you are working with.
  • In CSA, generate a General Ledger report for the client and select Current YTD (Year-To-Date) for the date range so that you have a copy of the account balances before importing any new transactions.

You may need to adjust the general ledger account balances in Accounting CS after you import transactions via spreadsheet import. See Important information about converted account balances for details.

Related topics

Converting client data from Client Bookkeeping Solution (CBS) to Accounting CS

Converting client data from CBS Accounts Receivable

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