5.2.3. Transfer File Imports - Debtors & Creditors
Thanks to the integrated modular feature of Win Accounting, your Accounts Receivable and Accounts Payable Transaction information is automatically grouped and stored in a General Ledger Transfer File, which can quickly and easily be saved and imported into your General Ledger module for easy allocation and analysis
Journal Entries from a Transfer File will be imported into one of your Enter & Post Journal Transactions BATCHES - so be sure to create your transfer file batch prior to importing the Transfer File
Product Codes (from your Debtors Control) and Sales Analysis (from your Creditors Control), provide a place for you to add corresponding General Ledger Account Codes
Additional General Ledger Account Codes can be found in your Debtors Control and Creditors Control System Parameters, as seen below:
Default General Ledger Account Codes are provided to help speed up the setup of your Debtors and Creditors Control - These codes are flexible and can be modified/updated to match your specific account codes
This section of the User Guide will focus on how you import your Accounts Receivable and Accounts Payable Transfer File into your General Ledger
Importing a Transfer File into your General Ledger:
Creating Your Transfer File
(From Debtors and/or Creditors Control Module)
As mentioned in the Accounts Receivable and Accounts Payable User Guides, when creating your General Ledger Transfer File, use the Append Detail Report option to preview your Transfer File
Once you have checked the "Update Transfer File" option, the transaction data is committed to the program and will now be visible in your General Ledger Transfer File Imports utility section
Besides being accessible in your General Ledger Transfer File section, when you Update your Transfer File, you'll have the option to save and export the Transfer File Report externally for record purposes
Page 1 of the Debtors / Creditors Transfer File is a summary, breaking down your debits and credits - find a detailed breakdown of every journal entry used to create the transfer in the remainder of the document
Mapping Your Transfer File Accounts
When importing your Transfer File into the General Ledger, you'll first have the opportunity to change the account mapping
This can be done by highlighting the relevant account and clicking the "Change" button - From here you can change the account / account code, allowing it to match with your General Ledger
Setting your Debtors and Creditors G.L Account Codes to match with the corresponding accounts in the General Ledger will enable you to skip the "mapping" process
Previewing General Ledger Transfer Account List
Use the "Print Accounts" button to view the Transfer Account List Report, containing a summarised view of all account information that will be imported into your General Ledger
This Report can be viewed as many times as necessary, to ensure that all changes / mapping modifications are up-to-date and accurate
Once ready, import the Transfer File details using the "Convert" button
Importing / Converting your Transfer File
After clicking the "Convert" button, you'll be asked to select a Journal Batch for the Transfer Data
Enter the Batch Number, confirm the import by checking the box, and click "OK"
The data from the Transfer File will now have been imported into the Journal Batch that you selected
The data will no longer be visible in the "Transfer File Imports" window, as it has been committed to the General Ledger Journal Batch
Head on over to the Journal Transactions section in the General Ledger Enter & Post Transactions Tab to view the batch and the newly imported Debtors and/or Creditors Control Entries
From here you can Preview and/or Post the Journal Transactions as normal
