Import Beginning Accounts Payables

Overview

The GoldFinch Import General Journal routine is used to upload and validate the raw CSV data so that the beginning Accounts Payables can be correctly created in GoldFinch. 

This routine can also be used after going live to create straight Purchase Invoices without inventory items.

Prepare Accounts Payable Template

The Accounts Payable template will be used to import the beginning Accounts Payable records. Sample data is available on the template for you to use as a guide.

Field Help:

• Document Date and Due Date should be the original Document Date and Due Date of the original transaction for the AP Aging purpose.

• Posting Date should be 1 day before the go-live date. For example, if you want to go live on 8/1/23, use 7/31/23 for your Accounts Payables Posting Date.

• GL Account is the offset account. Choose an expense account that is not used frequently. Don’t create a new GL Account.

Amount Help:

• Make sure the total AP amount matches with the AP Aging report from your previous system.

• Make sure the total AP amount matches with the beginning balance of the Accounts Payable GL Account. If not, you must fix your beginning T/B.

• Make sure the AP amounts by Vendor are accurate.

• Make sure the AP amounts by aging buckets are correct.

• Make sure the Currency Factors between Amount and GL Amount are correct.

AP Import Template 090123.xlsx

Save the file as a CSV.

Import General Journal Template

1. Open the App Launcher. Search for Import General Journals.

2. From the Accounts Payable View, select the Import CSV button.

   

3. Select Choose File, then browse to select the file to be imported.

4. Select Upload File.

The function will bring the data into the Import General Journal object.  

Process Records

Once the values have been imported, you can review and update the data before the AP-related transactions are created.

• In the Accounts Payable View, select Import General Journal(s) that have not been processed.

• After selecting the records, click the Create Transactions button to process the data and to create Purchase Invoices, Purchase Credit Memos, or Vendor Payments.

  • If you are converting from Accounting Seed, click the Create CLE and VLE button first to create Vendor Ledger Entries for the Purchase Invoices that already exist in GoldFinch to minimize duplicates.

  • GoldFinch creates a Vendor Payment Batch for each unique combination of Bank, Currency, and GL Ledger.

• After AP-related transactions have been successfully created, the Processed field on the Import General Journal records will be checked and set to true.

Error Resolution

If GoldFinch encounters any errors while creating a transaction from the Import General Journal records:

• The Error will be populated into the Error Text field on the Import General Journal records.

• Use the Error Text field to correct the Import General Journal records and resolve the errors.

• Once all errors have been resolved, rerun the process by selecting the Import General Journal records and clicking the Create Transactions button.

Mass Delete

If necessary, multiple Import General Journal records may be deleted at the same time:

• Select the individual Import General Journal record(s) that you would like to delete.

• Click the Mass Delete button to delete the data.