Creating an XML payroll journal entry file and importing it into a GL or Trial Balance client

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Important reminder!

Product support for Engagement CS is ending on September 30, 2020. See Engagement CS license expiration 2020 - frequently asked questions for more information.

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS permanently expired on March 1, 2017.

Some processes documented in the Help & How-To Center are no longer applicable, due to the discontinuation of Creative Solutions Accounting.

The purpose of the Payroll JE XML Import utility is to provide a time-saving method of importing payroll transactions from a CSA payroll client into a selected GL or Trial Balance client.

The Chart of Account numbers in the GL or Trial Balance client importing the XML file must be the same as those in the CSA payroll client that generated the XML file.

Note: Undistributed account transactions will use the undistributed account number set up for the CSA payroll client.

Creating the XML payroll journal entry file for the payroll client

  1. Choose File > Client Properties and click the Payroll tab.
  2. Mark the Export journal entry checkbox. When this checkbox is marked, the application automatically creates an XML export payroll journal entry file each time you advance the payroll period, regardless of whether the client is set up to use a summary or a detailed payroll JE). The export file is created in the client's folder within your CSAData folder. When creating the file, the application displays a listing of the transactions in a preview window from which you can print a copy.


    • When the Export journal entry checkbox is marked, you can choose to export either in detail or summary format.
      • If you choose the summary format (which will export one summary transaction for all payroll checks per checkbook), you can use the default reference of P89 or enter a new reference using up to nine alphanumeric characters. Exporting a summary transaction into the General Ledger means that no bank reconciliation will be available for the payroll checks.
      • If you choose the detail format, the checkbook description for the payroll transactions for the export must exactly match that of the corresponding checkbook in Write-Up CS or Trial Balance CS.
      • If you are switch from summary to detail (or vice versa), you will need to regenerate the payroll journal entries. To do this, choose Edit > Regenerate Payroll Journal Entries from the Payroll Check Entry window.
    • The naming convention for the export file is Trans.CCCCCMMDDYY.XML (where the Cs represent the first five characters of the client ID and MMDDYY represents the end date of the payroll period you moved from).
  3. You can copy the file onto removable media or send it via email to an outside source for subsequent import into a GL or Trial Balance client database.

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Importing the XML payroll journal entry file into the GL or Trial Balance client

  1. Choose Utilities > Import > Payroll JE XML Import.
  2. In the Payroll JE XML Import dialog, specify the file to be imported or click the Browse button to navigate to the folder where the Trans.CCCCCMMDDYY.XML file is located.
  3. Specify the client file to be imported by selecting it from the drop-down list in the Client field.
  4. If you are using only one journal, this field defaults to the General journal. If you are using more than one journal, specify the journal to use for the import..
  5. Click the Import button to import the transactions and close the Payroll JE XML Import dialog.

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