<< Click to Display Table of Contents >> Navigation:  General > Import data > Import journal entries

The following Mill7 - fields can be allocated:

 

1. Daybook *

2. Page

3. Date

4. Period

5. Account *

6. Description

7. Statement number

8. Document number

9. Amount

10. Storno

11. Currency

12. Exchange rate

13. VAT amount

14. VAT code

15. Cost centre

16. Debtor code disbursement

17. Activity code disbursement

18. Quantity

19. Inv. no. cred.

 

*  Required

 

It is not possible to change journal entries which already exist.

Only lines with status OK are processed.

 

Daybook

The daybook mentioned in the import file should exist in Mill7.

A journal can not be imported when the daybook does not exist.

A default daybook can be set in the second screen of the import (Import data)

It is not possible to import journals for the daybook Opening balance and for daybooks of type Revaluation and Deferred bookings.

 

Page number

Mill7 works with daybook pages.

The page number field indicates the daybook page in which the journal should be created.

 

HINT: When no information is supplied regarding the page number in the import file, all journals will be booked in new pages, 1 page per period.

 

The import file is read in the same order as entered in the file.

All journals will be booked in new pages created during import.

A daybook page will be created for each period found in the import file.

 

Importing in an existing daybook page can be forced by stating a specific page number in the import file.

The periods must match. Otherwise, the journal will be booked in one of the newly created pages.

 

By using value -1 in the import file, multiple pages for the same period can be forced.

This can be useful for creating one page per invoice number when importing creditor invoices.

 

Values:

-1 = new page

0 or space = add to last page

1 or higher = create page / add to page with this page number

 

Daybook pages cannot contain more than 500 journal entries. When the number is exceeded, the next page number will be used for subsequent entries. This will happen when lines contain page number 0 or when page numbers are omitted, but also when page numbers are assigned values above 0 in the import file.

 

Date

When no date is entered the date will be set with the system date.

 

Period

The period must be matching with the date.

When no period is entered the period will be determined by Mill7 using the date.

It is not possible to import journals in a period which is blocked or closed.

 

Account

The account field determines the general ledger, debtor or creditor for the journal.

The input can be the number or a search code of a general ledger, a debtor code or a creditor code.

The journal cannot be imported when the number or code is not found in the database.

The journal will be set to the first general ledger found when both a general ledger and a debtor (or creditor) are found.

 

Description

This is the Journal description.

 

Document number

This is the internal invoice number in Mill7.

 

Amount

Mill7 determines if the amount should be booked debit or credit:

•a positive amount is always booked positive debit.

•a negative amount is always booked positive credit.

 

Except for import journals relating to general ledgers and whereby an VAT code is imported:

•As the VAT code type is 'On sales' the amount is booked credit.

•As the VAT code type is 'On purchase' the amount is booked debit.

 

Storno (Reverse entry)

A value of 1 indicates a reversed journal entry. The amount will receive a minus sign in the journal entry:

•a positive amount is booked negative debit.

•a negative amount is booked negative credit.

 

Currency, Rate

When the currency in the import is blank or incorrect, Mill7 will determine the currency.

When the rate is not in the import file, the rate will be determined by the rates in Mill7.

The original amount, currency and calculated rate will be saved in the Different Currency fields (Ctrl+K).

 

VAT amount, VAT code

Mill7 will calculate the VAT amount when an VAT code is imported without a VAT amount.

 

Checks on VAT code and VAT amount:

•It is not possible to book VAT in daybook BC.

•The VAT code must exist in Mill7.

•At a debtor import journal a VAT code and VAT amount are only allowed in a daybook Type debtor.
In other daybooks the line will be imported but the journal is created without a VAT code an VAT amount.

•At a creditor import journal a VAT code and VAT amount are only allowed in a daybook Type creditor.
In other daybooks the line will be imported but the journal is created without a VAT code an VAT amount.

•At a general ledger import journal a VAT code and VAT amount are only allowed in a daybook Types other then debtor or creditor.
In daybooks debtor or creditor the line will be imported but the journal is created without a VAT code an VAT amount.

 

Cost centre

The cost centre must and should only be filled if at the general ledger account a cost type is filled in.

The cost centre must exist.

 

Debtor code, Acitivity code Disbursement

Disbursements can be created automatically when importing the journals by entering the 'Debtor code disbursement' in the import file.

This may be useful for example when importing costs of couriers that have to be charged to debtors.

A disbursement must be booked on an activity.

When the 'Activity code disbursement' is not found in the import file, a default activity can be set in the second screen of the import (Import data).