Exact Synergy Enterprise

How-to: Using Microsoft Excel Spreadsheet to Import Budgeted and Actual Financial Transactions

Introduction

You can import a Microsoft Excel spreadsheet that contains budgeted or actual financial transactions. The process for this is as follows:

1) Create the Excel spreadsheet.

2) Create the Exact Synergy Enterprise document and attach the spreadsheet.

3) Run the background job to import the financial transactions.

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Not applicable.

Description

Pre-requisites

When you create the Excel spreadsheet, the following columns must be available for each transaction:

Column header	Description	Remark
Division	Code of the division	Must exist
Year	Financial year	Must exist
Period	Financial period	Must exist
G/L	Local general ledger	Must exist. If not the general ledger is created
G/L Description	Description of the general ledger	Used if the general ledger is created
G/L Side	Default entry side	Limited list: [D] - Debit [C] - Credit Used if the general ledger is created
G/L Type	Type of the general ledger	Limited list: [B] - Balance list [P] - Profit & Loss account Used if the general ledger is created
Cost Center	Code of the cost center	If left empty, the default cost center code of the division will be used.
Cost Unit	Code of the cost unit	If left empty, the default cost unit code of the division will be used.
Debit	Debit amount in the currency of the division	No
Credit	Credit amount in the currency of the division	No
Balanced	Debit - Credit	-
Description	Description of the entry line	No

These columns must represent the first row. Only the first worksheet is used. Any subsequent worksheets in the file will not be processed.

The transactions can be for multiple years and periods. However, each file can only be from one division.

Creating document and uploading process

When the Excel spreadsheet is filled with the required transactions, you can proceed to the next process. Only users with either the roles of Role 1 – General manager, 2 – Controller, 0 – Administrator, or 3 – F&A Staff at a Corporate level can upload the Excel spreadsheet. The steps to upload the spreadsheet are as follows:

Go to Documents/Entry/Entry/Document: New.
Select the Pending report document type under Financial.
Attach the Excel spreadsheet to the document.
At Division, select the division that corresponds to the one specified in the Excel spreadsheet.
If you are uploading budgeted transactions, select a relevant corporate tag at Corporate tags by clicking Add….. If you are uploading actual transactions, select Import actuals. You can create corporate tags under the More properties tab of a document type at Documents/Setup/Maintenance/Document: Types. For more information, see Creating and Modifying Document Types.
Note: You need to attach only one Excel file for upload.
Click Save to save the document.

Background job process

After saving the document containing the Excel spreadsheet, the background job can be executed to import the transactions into the system.

To execute the Exact.Jobs.FinExcel background job:

In Microsoft Windows, click Start followed by Run.
Type “C:\Program files\Synergy\bin\Exact.Process.exe” /DBCONFIG:BackgroundJob /ASSEMBLY:Exact.Jobs.FinExcel /CLASS:FinExcel.

After the background job is complete, the status of your document should be Archived. You can also check on the success of the background job at System/Reports/Log/Processes by selecting Exact.Jobs.FinExcel.FinExcel at Process and clicking Show.