SmartConnect Made Easy

Transcription

1 Create map for Journal Entry from Excel Crate the Source File 1. Determine which fields are needed for the transaction 2. Create spreadsheet with required fields in yellow above Note: Distribution Reference not shown in screenshot 3. Fill spreadsheet with GL Transaction Data. Repeat Header data on each line of a Journal Entry Two Journal Entries are shown above, differentiated by Transaction Date and Reference 4. Save the spreadsheet to the My Documents folder (location doesn t matter just remember it for later)

2 Create the SmartConnect map 1. Open SmartConnect 2. Verify Server name and hit OK 3. Select Create or Add to open the Map edit screen 4. Fill out the map setup screen as shown 5. Under Excel Workbook, select the spreadsheet that was created earlier

3 6. The Key Fields are set to the fields that will define what a unique transaction. In the above example, the Reference alone could define a unique transaction. 7. Hit Preview to verify the connection to the spreadsheet 8. Hit OK to close the Preview screen. Collapse the Data Source section by pressing 9. Expand the Destination section by pressing 10. Under Group, select General Ledger. Under Node Type, select Transactions. 11. Select the line Add Distribution and press Map. Double Clicking on the line will also open the mapping screen. This is the Detail line of the Journal Entry screen.

4 12. Map the source fields from the left side to the destination fields on the right as shown Note the required fields are shown in red. For the Journal Entry Number, we will create a Rolling Column to use the next available Journal Entry number in GP. 13. Press Additional Columns at the top of the screen. On the Additional Columns screen, press Columns and select GP Rolling Column from the Drop Down. 14. In the Rolling Column setup screen, give the field a name and select the other fields as shown below This will retrieve the next Journal Entry number from GP and assign it to this field. This field can then be mapped like the other fields. Press OK on the Rolling Column screen. Press OK on the Additional Columns screen to return to the field mapping screen.

5 15. Map the new Rolling Column to the Journal Entry Number field on the right. 16. Press OK to close the mapping screen. 17. Select the Create Journal node on the screen. This will map the Header section of the Journal Entry.

6 18. Map the fields as shown below. Notes: In this screen, select Group Data in top part of the screen. In the Group On column, select the columns that were defined as the Key Fields in the Data Source setup. Grouping in the Header will cause SmartConnect to enter only one record per unique combination of key fields. In our example, there were two unique combinations so only two transactions will be created. Press Preview on the Mapping screen to see the number of Header records that will be imported. 19. Press OK on the Preview Data screen and OK on the mapping screen to return to the map setup screen. 20. Press Run to run the map. If there are no errors, two successes should show. 21. Open GP and verify the Batch and Transaction import. SUCCESS!

7 Setting Up Data Source Using ODBC In our first example, we set our data source to read the spreadsheet directly and to pull all data from the Sheet 1 tab. What if our data is not the only data on that tab or is not located at cell A1? We can use an ODBC connection and a Named Range in Excel. 1. Open the spreadsheet that was created earlier. Select the entire range where data is entered and name the range JEDATA and hit Enter. 2. In SmartConnect, clone the map from the earlier exercise by clicking the Duplicate button in the header. Enter a new map name in the New Map ID field. 3. Open the new map in the Map Setup screen by double clicking on the new map name. 4. Expand the Data Source section of the setup screen. 5. In the Data Source field, press the drop down arrow and select ODBC Connection You will receive a warning message, press Yes to remove the old data source

8 6. The Connection Type should now be Custom Connection. Press the Lookup button on the Connection String box 7. In the Connections window, select and double click on Excel The ODBC Connection window will appear. Press Select Workbook and navigate to where the spreadsheet was saved.

9 Press OK on the Select Workbook screen. Press OK on the ODBC Setup window and return to the Map Setup screen. 9. We are now able to create a custom query to select the data from the spreadsheet. The equivalent to our initial map would be 10. To reference our Named Range, we can write a query to pull data from just the Named Range Press Preview to verify your Query. Since our field names did not change, we do not need to edit our field mappings.

10 EXTRAS If your source file has a single column for amounts that are positive for Debits and Negative for Credits, create a Calculated Field for the Debit and Credit. If your amount column were called Amount, the formulas would be the following: Debit Calculation if _Amount >0 then return _Amount else return 0 end if Credit Calculation if _Amount <=0 then return _Amount * 1 else return 0 end if Other Data Source Types Comma Delimited files (.csv) work very well as source data files. SmartConnect is able to natively read these files and determine data types. Tab Delimited (.txt) also works but an external Schema file needs to be created. Any data source