Importing payroll journal entries from another Accounting CS database

Alerts and notices

Accounting CS enables you to import payroll journal entries and check transactions from another Accounting CS database.

Export procedure (steps to follow in source database)

Before you can import journal entry data into Accounting CS from another Accounting CS database, you must first create an export file. To do this, complete the following steps.

  1. Choose File > Export > Transactions.
  2. Mark the Payroll journal entries checkbox, if it is not already marked.
  3. Click the Options button next to the Payroll journal entries transaction type checkbox.
  4. In the Export Options dialog, click the Payroll tab. In the File Location section, note the location to which the export file will be saved.
  5. In the Dates section, specify the date range for the transactions to export.
  6. In the File Creation section, mark the applicable checkboxes for your file creation preferences, and then click OK to save the changes.
  7. In the Export Transactions screen, mark the checkbox for the client (or clients) for which you want to export payroll journal entries.
  8. For each selected client, click the Ellipsis button button in the Client Options column.
  9. In the Client Options dialog, select General from the drop-down list in the Export to program field, and also specify the detail to include and any applicable references. Click OK.

    Note: If detailed payroll journal entries are specified, the bank account description in the source database must exactly match the corresponding Accounting CS bank account description.

  10. In the Export Transactions screen, click the Export button to create an export file in the location specified in the Export Options dialog noted in step 4 above.

Troubleshooting an empty export file

In the following circumstances, Accounting CS may create and save an export file that does not contain any transaction data.

  • The client does not have any payroll checks in the selected export period.
  • All payroll checks in the selected period have already been exported. In this case, you can recreate the export file.
    1. Choose File > Export > Transactions.
    2. In the Export Transactions screen, mark the Payroll journal entries checkbox and then click the associated Options button.
    3. In the Export Options dialog, verify the export file location and dates, and mark the Include previously exported checks checkbox and click OK.
    4. In the Export Transactions screen, select the appropriate clients in the grid, and then click the Export button.

Import procedure (steps to follow in destination database)

Use the client data import wizard to import the journal entries into Accounting CS.

  1. Choose File > Import > Client Data.
  2. In the Import Client Data Wizard, select the applicable client from the Client Name field.
  3. Verify that General is selected in the Source field.
  4. Enter or browse to the file location of the export file and select the appropriate file from the File name field.

    The export file is named Trans.<client ID> PR<period end date>.xml, where <client ID> represents the ID of the client and <period end date> represents the period end date specified in the export date range in the source database.

  5. Click the Finish button.

Related topics

Client data import overview

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