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Accounting CS enables you to import journal entries from Fixed Assets CS.

Setup information

• In Fixed Assets CS, be sure that the correct data paths for CS Accounting Products are set up in the File Locations tab of the Setup > User Preferences dialog.
  • X:\WINCSI\Accounting CS (where X: is the drive letter where the application is installed)
  • X:\WINCSI\Accounting CS Data
• The client ID in Accounting CS must be the same as the client ID in Fixed Assets CS and the ID cannot exceed 11 alphanumeric characters.
• You need to create a general ledger offset account for the client to reflect purchase and sales activity. Use one of the following options to set up an offset account.
  • Use the undistributed general ledger account (999) that is automatically created in Accounting CS.
  • Create a new general ledger account and name it Fixed Assets CS Depreciation Offset, or something similar. (This is a clearing account that is used when the journal entry is created.)
• The client's period frequency must not be longer than the calculation period in Fixed Assets CS. (For example, the client cannot have a quarterly period frequency in Accounting CS and a monthly calculation period in Fixed Assets CS.) Note that, Fixed Assets CS cannot make journal entries for thirteen-period clients from Accounting CS.

Pre-import procedures

To be completed in Fixed Assets CS

Before you can import Fixed Assets CS journal entry data into Accounting CS, you must first create an Accounting CS journal entry transaction file. To do this, complete the steps below.

1. Choose File > Print and print the Book or Tax Group Summary report (depending on which treatment balances you want to use to make the journal entry). Use the report to verify that each asset group's cost and accumulated depreciation beginning balances for the current period coincide with the beginning balances for the corresponding accounts in Accounting CS.
2. Choose Setup > Journal Entry Accounts to open the Journal Entry Accounts dialog.
3. Assign a unique number from 2.00 to 99.99 in the Journal entry reference number field at the top of the dialog. The application will use this number when the transaction is posted in Accounting CS.
4. To make a single journal entry for all assets, mark the Create a single journal entry for all assets checkbox.

   Note: This checkbox remains marked and unavailable (grayed) until an association is enabled that can be used for the journal entries (step 6). For more information, see Setting up asset associations (Fixed Assets CS).

5. To make journal entries based on an association, select an association from the Association drop-down list.

   The following associations can be selected if they are enabled and if the association contains list data.

   • Group (default, when enabled)
   • Location
   • Type
   • Division
   • Cost center
   • Department
   • Custom associations that maintain a list
6. In the Journal entry format section, mark the Journal entry for Accounting CS checkbox to have Fixed Assets CS create the journal entry transaction files to be imported into Accounting CS. Show me

   

   Notes

   • The checkboxes in the Journal entry format section are available only if the application and client data paths have been entered correctly in the File Locations tab of the Setup > User Preferences dialog in Fixed Assets CS.
   • You can mark only one checkbox in the Journal entry format section for each journal entry transaction file. Clear the current journal entry format checkbox when you want to make the other journal entry format checkbox available (ungrayed) to mark.
7. Click the option in the Treatment group box (either Book or Tax) that the application should use to create the journal entry.
8. For each item in the list for the chosen association, enter the journal entry description and the applicable general ledger account number.
9. For each asset group, enter the journal entry description and the applicable general ledger account number.
10. Enter the general ledger offset account number in the Offset field.
11. Click OK to close the Journal Entry Accounts dialog.
12. Be sure to close the client in Fixed Assets CS to ensure that the import process works properly.

    Note: Fixed Assets CS automatically creates journal entry transaction files for each period that the client processes in Accounting CS when the client is saved or closed in Fixed Assets CS.

To view journal entry information that is ready to be imported into Accounting CS, choose Tasks > Display Journal Entry.

Locating the export file

Fixed Assets CS automatically creates journal entry transaction files for each period that the client processes in Fixed Assets CS. The export files are named Trans.<client ID> GL<period end date>.xml, where <client ID> represents the ID of the client and <period end date> represents the current period end date in Fixed Assets CS.

Fixed Assets CS saves the export file in the WINCSI\Accounting CS Data\Data\Integration folder.

Importing client data

To be completed in Accounting CS

Accounting CS offers two methods for importing journal entries from Fixed Assets CS — the one-click import and the client data import wizard. After you create the export file in Fixed Assets CS, you can choose either method to import the data into Accounting CS.

One-click import

If Accounting CS detects that Fixed Assets CS is installed on the same computer, it displays the Import Fixed Assets CS Journal Entries icon on the toolbar. You can click the icon in any client-specific setup and data-entry screen to import journal entries from Fixed Assets CS.

1. In any client-specific screen, verify that the correct client is selected in the client selection field.
2. Click the Import Fixed Assets CS Journal Entries icon to start the import.

   The application looks for the export file in the location where Fixed Assets CS saved the file. The <client ID> part of the filename must match the client ID of the currently selected client, and the <period end date> part of the filename must match the client's current GL period.

3. Click OK when the application displays a prompt that the import is complete.

Client data import wizard

You can access the client data import wizard from any screen in Accounting CS. In the wizard, you can select a different client and navigate to and select the export file to use.

Prior to completing the following steps, be sure to close the client from which your are importing data in Fixed Assets CS.

1. Choose File > Import > Client Data.
2. In the Import Client Data Wizard, select the applicable client from the Client Name field, if it's not already selected.
3. Verify that Fixed Assets CS is selected in the Source field.
4. Select the appropriate file from the File name field.
5. Click the Finish button.

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