Importing client data from Bill.com

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

Accountant's Assistant supports the import of bill and payment data exported from the Bill.com web-based application. (Note that this is a one-way transfer of information; you cannot transfer data from CSA to Bill.com.)

Exporting data from Bill.com

  1. Log in to Bill.com.
  2. Click the Company Setup link.
  3. On the Company Info page, complete the information for a one-time set up of company preferences in the section called Accounts to use when exporting transactions, as follows:
    • Accounts Payable field. Ignore this field, which is not used for cash-basis reports.
    • Account for Bill.com payment method. Enter the number for the Bill.com Clearing account to designate it as the payments accounts.
    • Account for other payment method. Enter the number for the bank account or credit card account to use for payments outside of Bill.com.
    • Account for questionable payments. Enter the number for the expense account to use for an expense with a missing account number or a bill that has been partially paid. This can be the account number for an expense account called "Suspense," "Misc Expense," or "Uncategorized".
  4. Click the Reports tab. Under the Export Reports section, click the link called Thomson Reuters Write-Up CS Export to open the page where you can enter parameters for the Creative Solutions Export report. Enter both the start and end dates for the reporting period. For the transaction date, enter the posting date to use for all the transactions in this reporting period (for example, last date of the reporting period). Also enter the reference to use in Write-Up CS when the Bill.com report information is imported into CSA, which should be six characters long and may contain 1 decimal, and a description of up to 110 characters in length. In the Month field, specify the period to which CSA should post the transaction (with 1 for January, 12 for December, and so forth - regardless of the fiscal year end date. Note that the Month field is used for reporting purposes only and does not determine the period to which the transaction is posted.
  5. After making your selections, click Go. At the message prompt, click the link to begin the download and then click the Save button. Up to 13 general ledger transaction files can be created for each client; each processing period must have its own general ledger transaction file.
  6. Rename the files just saved as Gxxxxxyn.GLT, with "G" always required as the first character of the filename and where "xxxxx" represents the five characters of the client ID. (The five characters do not necessarily need to match the client ID used in CSA. The "xxxxx" is used to identify the client files as you go through the import process. The "y" represents the alphabetical code for the period to which the transactions apply (with A for January, L for December, and so on - regardless of the fiscal year end date. The "n" identifies 13-period client files. If the client is not a 13-period processor, this position in the filename should always contain a zero. For 13-period processors, if the period end date is between the 1st and 15th of the month, enter a zero should be entered in this position of the filename. If the period end date is between the 16th and the 31st of the month, enter a 1 in that position. The filename extension "GLT" should always be used to designate general ledger transaction files.

    Note: Upon export, Bill.com creates a cash-basis summary journal entry.

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Importing into CSA

  1. In CSA, open the client that corresponds to the client's Bill.com company. (Note that the General Ledger module must be selected for the CSA client.)
  2. Choose Utilities > Accountant's Assistant > Bill.com.
  3. In the Bill.com Import File Location dialog, specify both the folder location for the file to import and the client ID, and then click the Import button. The transactions from Bill.com are placed in the processing period designated by the "y" character within the filename.
  4. Review the client data and transactions in CSA to ensure that the data has been imported correctly.

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