For each account balance list, which was created in the project configuration, a chart of accounts or balance (next section) can be imported.
The chart of accounts Import allows you to import a description of a chart of accounts from an operational system. After the import of a chart of accounts, the accounts can be easily assigned to taxonomy positions in the order of the chart (Mappings). This assignment is necessary to calculate the balances of reporting positions through balances of the previous systems.
The import of a chart of accounts is not mandatory if the account information is existing in the balances files of the previous system. However, the balance list files from legacy systems usually contain only the accounts that were actually posted for a client. Therefore it is important to use the same chart of accounts in a reporting period with multiple clients, to get a uniform account assignment for all clients.
As an import standard, CSV and SAP balances files are supported.
CSV Import
By selecting the profile "CSV Format", a chart of account which is in a CSV format can be loaded into the Report Factory.
Advanced settings
The CSV file, which shall be imported, is selected by pressing the “Choosing file” button. After that, multiple settings vor the CSV import can be made, for that click on the “advanced settings” button.
These settings depend on the source system used and can be different thus depending on the feeder system.
- First row contains column header: specifies whether the first row of the CSV file contains column information. The data of this line are ignored during import.
- Column separator: separator for the individual properties of an account
- Encoding: character set of the import file
- complete account number with leading zeros: If account numbers exist with a different length, the accounts with a smaller number of digits than the maximum number of digits are left supplemented with zeros, so that after the import all account numbers have the same length.
With the "preview" button, the import file is loaded and displayed. Since the order of the columns is not standardized in CSV files, the columns may contain following characteristics:
- Account number
- Description
- Position key (credit or debit key)
- Five user-definied information
For the data import, at least one column must have the information „account number“. Based on the account number the assignments of the account balances to reporting positions are done later on. Therefore, the account number must be a clear criterion in the import file - there may be only one line for an account number.
Saving an user-defined import profil
From Version 1.11 it is possible to save the import settings as a custom profile. To save a custom profile, you first customize advanced settings and arrange the columns after the preview. Then click on the "Save Profile" button. In the next dialog, enter the name of the custom profile.
By pressing the button "OK" the import profile is stored. If you want to set it as a default for the current project, place a hook in the "Project default" checkbox.
By defining a project standard, the appropriate profile is selected when you open the Import dialog.
To delete a custom profile, first click on the Profile in the selection list. Then click the delete icon to delete the profile.
SAP balance file import
By selecting the profile "SAP balance sheet structure", a chart of account, which was exported from SAP, can be loaded into the report Factory.
The SAP balance sheet structure file with the specific chart of account information is selected by pressing the "Choose file” button.
With the "preview" button, an import file can be loaded and displayed.
By pressing the "Import" button, the accounting system information is imported to the ReportFactory.
How to export the SAP chart of accounts
The special structure that supports the ReportFactory chart of account important, is a special export of SAP balance sheet structure.
You can execute the export in SAP in the window “SAP Bilanz/GuV-Struktur ändern” (Transaktion FSE3 or FSO2)
At this screen, you get the navigation bar on the following items.
For classic General Ledger Accounting (in Customizing Guide):
Finance - General Ledger - Business Transactions - Conclusion - Documenting - balance sheet / P & L structures define.
For the new General Ledger Accounting (in Customizing Guide):
Financial Accounting (New) - Define balance sheet / P & L structures - General Ledger Accounting (New) - Master Data - ledger accounts.
After selecting the desired structure in the Bil./GuV-Positionen jump.
Next, you can expand the entire balance sheet structure tree by clicking on the icon https://wiki.abz-reporting.com/download/attachments/47154929/balance-sheet-structure-expand.png?version=1&modificationDate=1369296171000&api=v2
Make sure , that in the display options the vlaue "Mit Konten-/Funktbereichs-Texten" is selected.
Then you can export the list with the menu item
System - List - Export - Local file.
Choose Liste sichern in Datei and the file type “unkonvertiert”.
- Choose https://wiki.abz-reporting.com/download/attachments/47154929/balance-sheet-structure-ok.png?version=1&modificationDate=1369296180000&api=v2
- In Liste auf lokale Datei übertragen type the path and the name of the file, in which you want to write data
- Choose Übertragen.
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