Importing journal entries from Fixed Assets CS

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Our Support department is closed on Friday, April 28th for a company event. However, limited Workpapers CS phone support is available on that date from 9 AM - 5 PM ET.

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

Setup information

If you have purchased and installed Workpapers CS separately from Accounting CS, you will need to create an Accounting CS folder to be able to import journal entries from Fixed Assets CS.

Note: Be sure that you are able to view file extensions in Windows Explorer prior to completing the following steps. For further information, see Show File Extensions in Windows.

  1. Close Workpapers CS and browse to the WINCSI folder on the server.
  2. Add a new subfolder called Accounting CS in the WINCSI folder.
  3. Copy the WorkpapersCS.exe file located in WINCSI\Workpapers CS folder and paste it in to the new folder, WINCSI\Accounting CS.
  4. Right-click the WorkpapersCS.exe and rename it to AccountingCS.exe.
  5. Browse to the WINCSI folder on the server and create a subfolder path called Accounting CS\Data\Integration.
  6. Open Workpapers CS.

Pre-import procedures

To be completed in Fixed Assets CS

Before you can import Fixed Assets CS journal entry data into Workpapers CS, you must first create a Workpapers 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 Workpapers 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 Workpapers 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 Workpapers CS. Show me

    JE accounts dialog in FACS

    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.
  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 Workpapers CS when the client is saved or closed in Fixed Assets CS.

To view journal entry information that is ready to be imported into Workpapers 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 Workpapers CS

Workpapers 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 Workpapers CS.

One-click import

If Workpapers CS detects that Fixed Assets CS is installed on the same computer, it displays the Import Fixed Assets CS Journal Entries Import Fixed Assets CS journal entries icon 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 Import Fixed Assets CS journal entries icon 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.

Note: If you subsequently import data from the same file, Workpapers CS overwrites the previously imported data.

Client data import wizard

You can access the client data import wizard from any screen in Workpapers 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.

Note: If you subsequently import data from the same file, Workpapers CS appends the data to the previously imported data, resulting in duplicate transactions. Therefore, if you need to re-import data from a file, you should first delete the previously imported transactions.

Related topics

Client data import overview

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