Excel spreadsheet formatting for GL transactions in Vendor Invoice Center Entry

When you create your Excel spreadsheet file to import GL transactions in Vendor Invoice Center Entry-General Ledger Distribution using the Import From Excel option, ensure you follow these formatting requirements.

Create a heading row with these column headings, taking care to spell the headings exactly as shown:

  • Account
  • Amount
  • Posted At Costing

Specify the GL transaction values starting in row 2. Up to 999 lines can be imported at a time.

The Account number must be the full account number, without asterisks, and must match an existing account in GL Account Setup for the current year. The Posted At Costing field is a Y or Yes, or N or No value. Y or Yes indicates the transaction should be posted at Costing. N or No indicates the transaction should be posted at Update.

The import file is validated against your existing GL account codes, and vendor and customer records, if applicable, during the import. The import process will parse the account number into the proper GL account format, Division #-Department #-Account #-Subaccount #, based on your account structure in SA Administrator Options-Financials-Account Structure.

Note: The order of the fields, or columns, does not matter. The columns can be in any order, but the column headings must be specified exactly as shown in the list.

You must be authorized to update GL accounts, including entries for allowable divisions based on your SA Operator Setup-Other Options settings. You must also be authorized to make manual GL postings based on the GL Manual Posting and GL Account authorization points. If an Excel file includes account numbers for a division that you are not allowed to post to, an error is displayed when the data is validated.