Contents Accounting Software Imports - Summary

Transcription

1 Contents Importing the Trial Balance... 1 Accounting Software Imports - Summary... 1 Pastel Partner/Express... 1 Direct Import... 1 Indirect Import... 3 QuickBooks... 7 Indirect Import... 7 Installation Notes... 7 Exporting from QuickBooks... 7 Example Export... 8 Important: First Export... 9 Importing into CaseWare Working Papers... 9 MS Excel Indirect Import Advanced importing divisional Method Method Troubleshooting Import Failure Reimporting Data... 25

2 Importing the Trial Balance Accounting Software Imports - Summary Accounting Software Import Options Minimum Requirements Pastel Partner / Xpress Recommended - Direct Import * Requires an installation of Pastel * Registered version of Pervasive Engine Alternate 1 - Pervasive Export Utility (Utility sent to client to run the export and send the files to Auditor / AFS Preparer) Client * Client has an installation of Pastel * Registered version of Pervasive Engine Auditor: Alternate 2 - Importing from Excel TB * Receives export utility output from client. QuickBooks Recommended - Without account numbers in QuickBooks * QuickBooks Installed and Client file open * QuickBooks Export Utility Alternative - With account numbers in QuickBooks * Requires MS Excel 97 or later MS Excel * Requires MS Excel 2003 or later

3 Pastel Partner/Express Direct Import CaseWare Working Papers can import directly from a comprehensive list of accounting packages. The software does not need to be installed on the computer. Although some accounting packages do need a third party software installed on the user s machine to complete the import, e.g. Pervasive SQL, QuickBooks Export Utility, etc. From the CaseWare Menu at the top of the screen, select File Import Accounting Software The Import - Accounting Software dialogue will appear:

4 From the drop-down menu, select the desired accounting package to imported from: Import From: Select the applicable accounting package. Version: Select the version that the CaseWare file is based on. How do I know which software version I use? The software version can be found by selecting Help About in the software application. Import Path: Click on the browse button to navigate to where the file/s is/are stored. Import Components: Import Client Information: Selecting this option will override information entered into the Engagement Properties with the information available in the accounting data. Trial Balance (Opening Entries) or General Ledger Detail: Select the Trial Balance option to import closing balances without underlying transactions. The period balances option can be selected this will indicate the movement for the line items. Select the General Ledger Detail option to import all general ledger transactions for the year, which can then be accessed from within the CaseWare Working Papers CaseWare file. The options in the bottom half of the screen will differ depending on which application is being imported from. Click on the button once all the applicable options have been selected. The trial balance and/or general ledger detail will then be imported into the CaseWare file, and a notification will appear once the process has been completed.

5 What if I don t have the software installed? As mentioned previously, the users do not need to have the accounting software installed on their machines; however certain third party software might be required. For more information on this please contact our technical support team. The accounting data files needs to be copied into an independent folder. To view which files is needed to import: Select File Import Accounting Software. From the drop-down box Import From select the applicable application. Press F1 to access CaseWare Working Papers Help. The Help window will appear, showing which files needs to be obtained and copied from the organization s files for the selected application. Once these files have been copied into a new independent folder, navigate the Import Path to where the new folder has been saved. Indirect Import In some instances the person who will be drafting the AFS in CaseWare is not the same person who performs the accounting processing. In this case, the CaseWare user may not have access to pervasive (backend software used to run Pastel Partner/Express) and would not be able to perform a direct import from Pastel Partner/Express into CaseWare Working Papers. The Pervasive Export utility can be used to export data from Pastel, which in turn can be imported into Working Papers. The utility will need to be sent to your client where Pastel Partner and pervasive are installed Where do I find the Pervasive export utility? The Utility can be found in the following location: Start Computer Open/Browse your CaseWare CD Go to Administrator Pervasive Export Utility V2012 Highlight all the files Right click and send to Zip Compressed file

6 the Zip folder created to your client Steps to use the Pervasive Export Utility They will first copy and paste the zip file into a new folder on the desktop Right click on the folder and extract all The files as per the print screen below will be exported Double click on CaseWareConv.exe to launch the export utility as per the print screen below. Click the drop down next to ACCPAC and select Pastel Partner

7 In the Source Path, click browse and select the Pastel Company which you would like to export from. In the Export Path, click browse and select the location where you would like the exported files to be saved to. Click on export to export the data from the Pastel data File Once the process is complete, the dialogue box below will be shown

8 Click on OK to jump to the location of the files You will note the following files have been created: o Accmas.CWE o Accprmgl.CWE o Acctrn.CWE The export of the data is now done. Please ask your client to the exported data to you. This can be done by following the steps below: Highlight the 3 exported files Right Click Send to compressed zip folder Right click on the zip folder and select Send To Mail recipient Once the CaseWare user receives the data, it will be extracted and the direct import process will be followed as per the section Direct Import Method Pastel Partner/Express. The Auditor will extract the files that was sent back Run a Pastel import from where the files are located, the folder to select is called CWExport_1

9 QuickBooks Indirect Import To allow for the import of data into CaseWare from QuickBooks, an export utility has been developed to ensure data integrity between the two software packages. This tool exports the QuickBooks 2008/2009/2010/2011/2012 information to files that can be imported into CaseWare Working Papers. Installation Notes Ensure that QuickBooks 2008, 2009, 2010, 2011, 2012, 2013 or 2014 is installed on your computer. Location of the Utility: The QuickBooks Export Utility can be found in the following two locations: CQS Knowledge Base: Utility&articleType=Download_Article CQS installation DVD: Make sure the DVD is in your computer Click Start Computer Open/Browse your CaseWare CD Go to Administrator QuickBooks Export Utility V1039 Please Note: The QuickBooks Export Utility has to be Installed and run on the computer where QuickBooks is installed and running. Important: Before starting the export process, you must launch QuickBooks and open the company file you want to export using the Admin account or the user account that has full access to the QuickBooks file. On the QuickBooks Learning Centre Welcome screen, click Begin Using QuickBooks in the bottom right-hand corner. If you fail to exit the Welcome screen, the QuickBooks Export Utility will not work. Exporting from QuickBooks 1. Select the QuickBooks version you are using. Currently, 2008 to 2014 versions are available. 2. Type the location of where you would like to save the exported files or click Browse and locate the folder. 3. Click Export to start exporting. The exported files are saved in the specified location.

10 Note: Do not open any dialogs in QuickBooks while exporting. This action will block the data from being read. Example Export If the company name is "Mountain Sports Equipment", the following files will be generated in the export path: Mountain Sports Equipment.cwq Mountain Sports Equipment.account.txt Mountain Sports Equipment.gl.txt Mountain Sports Equipment.gle.txt Mountain Sports Equipment.item.txt Mountain Sports Equipment.class.txt Mountain Sports Equipment.taxcode.txt Mountain Sports Equipment.budget.txt 4. Copy all of these files or the entire export folder and forward them to the CaseWare user, who will run the import into CaseWare Working Papers.

11 Important: First Export When the Export Utility connects to QuickBooks for the first time, QuickBooks displays the following dialog to gather certificate information: Select the options as shown in the screenshot above. Be sure to select the Allow this application to access option and login as Admin or the user that has full access; otherwise, not all of the transaction data will be exported. Click Continue. If the wrong option is selected and access is denied, go to QuickBooks Preferences and change the properties for "Company Preferences" in "Integrated Applications" to grant the access right to the application "QBExport". Importing into CaseWare Working Papers 1. Ensure that a supported version of CaseWare Working Papers is installed on your computer. 2. Open Working Papers. 3. In the File menu, select Import, then Accounting Software. 4. In the Import From drop-down menu, select QuickBooks. 5. Click Help at the bottom of the dialog. 6. Use the help to make the appropriate selections in the Import - Accounting Software dialog. 7. Click OK.

12 MS Excel Indirect Import Where the organisation s accounting package is not supported by CaseWare Working Papers, the trial balance and/or general ledger details can be exported into a Microsoft Excel spread sheet or ASCII text file and imported into CaseWare Working Papers from there. Importing from Microsoft Excel Export and save the trial balance as an Excel spread sheet. From the CaseWare Menu, select File Import Excel File The Excel File Import wizard opens. Select the following Import File Settings:

13 Components to import: Chart of Accounts & General Ledger Balances: Select this option if to import the Trial Balance. General Ledger Details: Select this option if the spread sheet contains transactional detail. EXCEL file to import: Click on the browse button to navigate to the where the file is stored. Select a worksheet: Enter the number of the Excel worksheet where the data is saved on (counting tabs from the left). Record layout file (optional): This field is normally left blank. A previously saved layout can be selected. Click on the browse button to navigate to where the layout file is saved (.vtb file). When would I use the record layout file feature? Record layout files are useful when trial balances with exactly the same layouts are imported frequently retrieve a previously saved layout and settings (file type, column selection and assignments, etc.) specified for a previous input file with the same layout in order to prevent having to re-enter them over and over again. Period Date Sequence for importing period balances: The period date sequence defaults to the current date sequence set up in the Engagement Properties.

14 Click on the button to specify the data properties. Field Separator: For Excel imports this field is set to Tab and cannot be changed. Text Qualifier: This can usually be ignored. If the data file contains attributes such as percentage signs, currency symbols, or quotation marks, select it here to tell CaseWare Working Papers to ignore it during the import. Exclude First? Rows: If the data has header information that should not be imported, indicate the number of rows that should be omitted from the import. As the number of rows increases, they are will be greyed out in the preview box below. Exclude Last? Rows: If the data has totals or footer information that should not be imported, indicate the number of rows that should be omitted from the import. Click on the Next button to enter Field Details. The checkboxes on the left can also be used, especially for subtotal lines in the middle of the data check the lines that should be excluded Note that using the check boxes to exclude rows from the import does not save as part of the layout. If the rows selected to be excluded from the import will always be consistent, then use the Exclude first? Rows and/or the Exclude the last? Rows options to save the selection as part of the layout. The Field Details dialogue will open. This is where the properties of the data columns are defined.

15 The columns headers are labelled Ignore by default. They will change to the header selected once defined. All columns with the header Ignore will not be imported. Only the data is to be imported should be defined. Define the data columns by clicking on the heading and selecting the appropriate category. The essential fields to define are: Account Number: Account Details > Account Number. Account Description: Account Details > Account Description. Current Year Account Balances: Balances > Current Year Balance > (select appropriate period, for example period 12 if monthly). Prior year account balances (for new CaseWare files only): Balances > Prior Year 1 Balance > (select appropriate period). What if debits and credits are shown in separate columns in Excel? Once the balance field has been selected, the Field Information will appear in the grey area at the bottom of the window, as per picture 2 above. The default setting is that debits and credits are in the same column with credits being negative. If debits and credits are separate, indicate which field by selecting the applicable radio button. For the credit column, also indicate whether the balances are shown as positive or negative.

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17 What if I mistakenly select the incorrect column header? How can I change it? Change the column properties by first changing the header back to Ignore, and then reselecting the correct header. Once all applicable fields have been defined, click on the button to set advanced specifications. Advanced specifications are defaulted to the following settings (change if necessary): Default Account Type: Income Statement (unmapped accounts will be allocated the default type Income Statement when imported this is updated as soon as the account has been mapped). Accumulate Balances: Check this box to ADD the balances being imported to balances already in Working Papers. Clear Balances of Period(s) Being Imported: Check this box if when reimporting an updated trial balance to ensure that the old balances are deleted. Round Balances: The option to round balances being imported to the nearest ones, thousands or millions is available. This will eliminate rounding differences in the financial statements due to cents. Check the box if to round the balances being imported. Click on the button to specify import rounding settings.

18 The Import Rounding Settings dialogue will open. Round to: From the drop-down box, select the rounding level. Rounding differences for: From the drop-down boxes, select the account to post any rounding differences to for the balance sheet and income statement. Can I use this rounding feature even in a new file where I don t have accounts to which to allocate the differences? If this is a new CaseWare file, the rounding feature can still be used enter the account NUMBER (only) where the rounding difference should be allocated to. A notification will appear indicating that the accounts don t exist and will be created. On import, the newly created accounts will be renamed to their proper account names. Click on the button to save the settings. Import: Defaults to all accounts. To import accounts with balances, change selection to Accounts with Non-Zero Total Balance. Accounts with Opening Balance/Period Movement. Regional settings: (If the default regional settings should not be used, uncheck the box to overwrite the default symbols). Balance settings: Do not change any balance settings (default). When can I use the balance settings option? The balance settings option should be used in the case where a user imports the trial balance on a monthly basis and where the trial balance represents year-to-date balances and not movements. The Balances being imported are year-to-date option should only be selected if the user intends to import year-to-date balances for every subsequent month. Should the user only import movements in the subsequent months, the rest of the options remain unchecked. However, if the user intends to import year-to-date balances for every subsequent month, the Import balance for subsequent periods option needs to be selected as well. This will then import each period as year to date, preventing the working trial balance from accumulating the year-to-date balances.

19 Click on the button to proceed to the last step the Completing Excel Import Wizard will appear. Save Layout Settings: This option allows the user to save the layout and settings (file type, column selection and assignments, etc.) that they have just specified to enable them to be reused for another input file, either for the same CaseWare file or for a different CaseWare file with the same file layout, without having to re-enter all the settings again. Click on the button to navigate to where the layout file should be saved. Click on the button to complete the import. The Working Trial Balance will be updated with all accounts and balances imported. Advanced importing divisional A default divisional/consolidation structure exists within the BizSuite file. It is recommended that the user clears this structure before importing into the management accounts file. Refer to Setting up the reports for instructions on how to clear this setup. CaseWare can automatically create the divisional structure in the CaseWare file, via the import of the trail balance. There are two methods of doing this. Method 1: Method 2: Cost/divisional code exists in a separate field as the account number The account name and the Cost/divisional code share the same field

20 Method 1 In CaseWare, Go to menu File Import Excel File. The Excel File Import wizard will appear: Complete the following fields Components to import: Select Chart of Accounts and General Ledger Balances. EXCEL file to import: Type or select the exact path where the file resides or click Browse to locate the file. Select a worksheet: Allows the user to enter the Worksheet number of the TB if not on Worksheet 1 in the Excel document. Period Date Sequence for importing period balances: as setup in the Engagement properties. Click to continue.

21 The Specify Data Properties screen will appear: Use the Exclude First Rows and Exclude Last Rows fields to take outlines that should not be imported into CaseWare Working Papers. Alternatively, the user can also use the tick boxes to the left of each row to select items that should be excluded. Click to continue.

22 In the Field Details details screen, assign the columns as indicated below: Entity Description: Assign the field to the column that represents the Division description if applicable. Entity Abbreviation: Assign the column representing the cost/divisional code. This abbreviation has to be the same as the abbreviation created in the Engagement Consolidate screen. Refer to Setting Up the Organisational Structure for more information on adding the entity abbreviation. Assign the rest of the columns: Account Description: Assign the account description by clicking in the relevant column and selecting Account Details Account Description. To assign current year balances: Click on the relevant column, select Balances Current year Period If only the final at year end balances are being imported, only Period 12 needs to be assigned. Prior Year balances can be imported in the same way by selecting Balances Prior year (1 4) Period 1 12.

23 The Assign Entity screen appears. The entity structure appears on the right hand side of the screen. All accounts have been assigned to the relevant entity. Click to continue.

24 In the Advance Specifications screen are the options for the account, regional settings and file settings presented clearly for users to set as needed. Click to continue.

25 The Completing Excel Import Wizard appears: This screen informs the user about whether he/she has filled out the settings for the import correctly. If they are correct, click the Import button to run the process. If the settings are not complete, use the button to return to the screen needing further information and then return to this completion screen to complete the import. Save Layout Settings The user can save the layout and settings used for this import in order to reuse it for another file sharing the same layout options. Click to continue the import process

26 Method 2 Setup the divisional structure in the CaseWare file before importing. Refer to Setting Up the Organisational Structure for more information how to setup the divisional structure. Follow the same import process as mentioned on pg. 18. When completing the field details, select the following additional options. Entity Position: Select the tick box Account Number and Entity share the same field but are not separated. The Entity Start Position should be the position where the entity code starts for e.g. the position on the screen shot shown above would be 1, as the entity code is numbered first. Then enter the Number of Characters that the entity code is, for e.g. the number of characters on the screen shot below is 3 as the entity code is the first 3 characters Assign the rest of the columns as indicated on pg.method And complete the import.

27 Troubleshooting Import Failure Before importing; ensure that the trial balance being imported is in balance. Once the import process has been completed, check that the import has succeeded by testing whether the trial balance balances: On the Navigation toolbar, click on the button to access the Working Trial Balance. At the bottom of the Working Trial balance, scroll across to find the Final column for the current year. At the bottom of the Working Trial balance check that the total for each column is zero (that means it is in balance). Alternatively, the user can browse to the Final Trial Balance (01.30) located in the Document Manager and ensure that the final balance is zero. What if the total is not zero? Check the original Excel trial balance: Is there any duplicate account numbers? Does the trial balance balance? For reimports, see below. Was the correct version of the accounting software imported from selected? What if all of the above is correct and the trial balance still doesn t balance? The regional settings of the user s machine can also influence the import process. Ensure that the Currency and Number settings for the Region and Language options are the same. Excel adopts the Number settings while CaseWare adopts the Currency settings. The data will not import correctly if the Number and Currency settings are not the same. If these settings aren t the same, it is recommend that the user use the Regional Settings field on the Advance Specification screen during the import. The Windows default Currency settings can be overridden to match the Numbers settings. This should be checked BEFORE importing a trial balance into CaseWare for the first time. To change this in Windows, please contact the IT administrators. Reimporting Data Should the import be unsuccessful; the trial balance can be re-imported at any time. Amend any errors that caused the import to fail and go through the import process again exactly as before. Previously imported balances will be overwritten with new balances. Important! Note that on re-import, if an account that previously had a balance has a zero balance in the updated trial balance, or the account no longer exists, the account balance WILL REMAIN in the Working Trial balance, causing an imbalance. Remember to select Clear balances of Period(s) being Imported when re-importing to prevent this from happening.