Exporting a journal entry to a Microsoft Excel file

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Creating the Microsoft Excel journal entry transaction file

To export the journal entry to a Microsoft Excel spreadsheet, perform the following steps. You need to perform these steps only once for each client.

  1. Choose Setup > Journal Entry Accounts to open the Journal Entry Accounts dialog.
  2. Assign a unique number (from 2.00 to 99.99) in the Journal entry reference number field.
  3. To make a single journal entry for all assets, mark the Create a single journal entry for all assets checkbox.
  4. 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. However, Group is the only association available for tax years 2011 and prior.

    • Group (Default if enabled)
    • Location
    • Type
    • Division
    • Cost center
    • Department
    • Custom associations that maintain a list
  5. Mark the Journal entry to a Microsoft Excel file checkbox to have Fixed Assets CS create the journal entry in Microsoft Excel format.
  6. Click the appropriate option in the Treatment group box (Book or Tax) that Fixed Assets CS should use to create the journal entry.
  7. For each list item for the chosen association, enter the journal entry description and the applicable general ledger account number.
  8. For each asset group, enter the journal entry description and the applicable general ledger account number.
  9. Enter the offset account number in the Offset field.
  10. Click OK to close the Journal Entry Accounts dialog.

Fixed Assets CS automatically creates a Microsoft Excel journal entry file for each period that the client processes in Fixed Assets CS. To view journal entry information that is ready to be exported, choose Tasks > Display Journal Entry.

Viewing the Microsoft Excel journal entry transaction file

  1. Open Windows Explorer and browse to the client's data folder in the C:\WinCSI\DeprData\‹client ID› folder, where C is the drive on which Fixed Assets CS is installed.

    Note: To verify the location of your depreciation data, choose Setup > User Preferences > File Locations tab.

  2. The export file is named DAAAAAMMMYY.xls, where AAAAA is the first five characters of the client ID, MMM is the month of the current client's year end, and YY is the last two digits of the client's current year end.
  3. Double-click the XLS file to open it and view the journal entry.

Note: To change the location in which the export file is created for the current client, choose Setup > User Preferences > File Locations tab, and click the Other option.

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