APP Journal Voucher Import Guide
The Journal Voucher Import module will allow users to work in Excel (xls or xlsx) and eventually develop a journal entry that mimics the following layout. The file can contain as many tabs/sheets as preferred, however, the first sheet should be named “JV” and follow the below layout
Microsoft Excel must be installed to utilize this feature.
The rows/columns should not be altered. Rows 15 down can contain anywhere between 2 and unlimited rows.
Figure 1 - Example Excel Document
The Journal Voucher Import template spreadsheet is located in the APP application installation directory.
- Click the SAP menu option titled Journal Voucher Import under the Financials menu to load the Journal Voucher Import screen.
- Click the Browse button to launch a Windows file search screen.
- Select your Excel file and click the Open button.
The Excel file should not be open at the time that it is selected for importing.
On click of the Open button, the module will scan the file and check for any data that would prevent posting.
Header
- Posting Date falls into an unlocked accounting period and is not blank
- Due Date and Doc Date are within the valid date ranges in the period associated with the Posting Date. If left blank, they will be set to the Posting Date
- Ref 1 and Ref 2 is ⇐ 100 characters. OK if blank.
- Ref 3 is ⇐ 27 characters. OK if blank.
- Transaction code is either blank or a valid code from OTRC table.
- Remarks are ⇐ 50 Characters
- Reversing is either R or blank
- If Reversing is R, then the Reversing Date is mandatory and should be after the posting date.
Lines
- GL Account is an active, postable account
- Sum of amounts rounded to the nearest .01 = 0 (in balance). Note, this field can be formulas or formulas that reference other fields in other tabs within the workbook, however the add-on will round the results to the nearest .01.
- Ref 1 and Ref 2 is ⇐ 100 characters. OK if blank.
- Ref 3 is ⇐ 27 characters. OK if blank.
- Transaction code is either blank or a valid code from OTRC table.
- Remarks are ⇐ 50 Characters
- Project code is an active, valid project code (in OPRJ table)
Excel files can be opened to correct the data. Close the file and click the Validate button to recheck the file data. If there are no errors, the Import button will be enabled.
- Clicking the Import button will import the contents of the Excel file to an un-posted Journal Voucher in SAP® Business One.
- In addition, the Journal Voucher import action will attach the source Excel file to the Journal Entry within the Voucher via a new UDF named U_TWBS_APP_FILELINK. This will make a copy of the JE file to the SAP® Attachments folder and follow through to the Journal Entry when the Voucher is posted.