Import Journal entries via CSV
I want to import a journal entry via CSV upload which I have done many times before in my prior roles. However I am encountering this issue that surely has a workaround but I am unable to figure it out even after watching multiple YouTube vdos. So I am hoping I can find some help here.
Method 1 – Current process:
Set up –> Import/Export –> Import CSV records, it takes me to this screen where I can upload a CSV, map the fields the way I want it and then save a copy of that template. Next time if I want to upload a similar template, I need to go to Set up –> Import/Export –> Saved CSV imports –> find my template from the 100s of templates (or bookmark it) and use that template to upload a new JE without having to map everything again.
In this process, after I am done uploading a JE, it takes me to a confirmation page and then I need to click on the ‘Import Job Status’ link to see if my JE is uploaded successfully. Even there I have no way to directly go to the JE that I just posted and have to search it either from the Transaction report or JE name (if I used one)
Method 2 – Previous company process:
Type Import Journal entries in the Search Bar –> Takes me to the Import Assistant Page that has 2 Steps on the left hand side 1. Scan and Upload CSV file –> Next –> Step 2 is View Mapping/Start Import.
This is the part where in my old company I didn’t have to map my template everytime I use this method to upload a CSV file. I am not sure if the admin mapped it under my login, but usually I could upload my JE template without having to change the mapping. The template was mapped to how we wanted it. Whereas in my new job, if I use this method to upload a CSV file the mapping turns to default and I have to remap it with every new upload. The next step is to click on Run. This will take you to the actual JE page and let you know if the JE is successfully uploaded or not.
Is there any way I can use Method 2 and store the mapping for my template ? I tried to explain it as detailed as possible. Thanks in advance for the help.
You can do option 2 if you’re okay with the fixed template they give you. You can navigate to this by going to to Transactions > Financial > Make Journal Entries > Import. There’s a link to the ‘Single Journal Entry Template File’, which is the template you MUST use for this method if you want things to map correctly. You CANNOT save the mapping, so if you have additional fields you want to map, you must still add them every time.
The more typical, more flexible, and IMHO far preferable method, is the option 1 that you describe. It is mildly clunky, as you mention, but I think maybe the critical thing you’re missing here is that you can use this method to load multiple journals at once as long as you define an External ID or other unique key. This way you don’t have to run through this process once for each journal entry loaded, but rather can run this process once and create 100 or 1000 JEs after it’s done chugging through them. It also wouldn’t be hard to make a saved search that would show you Journals created by you today via CSV, which would help you find the JE’s you created more easily.
Hope that helps!