TRANSFERRING TRANSACTIONS FROM OTHER FINANCIAL ACCOUNTING SOFTWARE
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1 TRANSFERRING TRANSACTIONS FROM OTHER FINANCIAL ACCOUNTING SOFTWARE PART 1: SETTING UP INCOME AND EXPENSE CATEGORIES In order to successfully transfer information from another accounting software package to the Court s account filing program, the categories of income and expenses MUST have the exact same names. At the end of these instructions, you will find a list of the income and expense categories used by the Court s account filing program. You must use ONLY these approved categories. Failure to use the exact category names will result in the inability to import the information into the Court s account filing program. PART 2: CREATING IMPORT FILES Export your income and expense entries from you financial accounting software to a CSV (comma separated value) file. You will need to consult the instructions for your software program to determine how to do this. NOTE: The conservator account program requires that you import income files separately from expense files. If your financial accounting software exports both income and expense to one file, you will need to separate that single file into two files: one file containing the income data and one file containing the expense data. If necessary, create headers (column names) in the CSV file to match the headers in the Court s account filing program. Below are screen shots to assist in creating appropriate headers: Court s Account Headers: CSV File Headers: NOTE: The columns do not need to be in the same order. However, the column headers for the CSV file MUST have the same names as the headers in the Court s account filing program. Perform any necessary data clean up to ensure that the correct data will be imported to the Court s account filing program. Page 1 of 7
2 PART 3: IMPORTING FILES Select Edit Transaction for an income or expense account to which you want to import transactions. From the Select Import Method Screen, select Import Transactions from CSV file Page 2 of 7
3 From the Import Transactions screen, click on Browse and find the file you want to import. After the import file is selected, click on the Next button and the import will begin. Review the imported transactions to determine whether the correct items were imported. If categories do not match, you will need to select an appropriate category by using the Select a Category drop down menu. You can undo the import, by clicking the Back button. Use this drop down menu to select appropriate categories. Click on the Finish button to complete the import. Page 3 of 7
4 CHART OF ACCOUNTS FOR CONSERVATORSHIP ANNUAL INCOME & EXPENSE REPORTS Assets Omitted from Inventory/Account Asset Appreciation Gifts Received Investment: Annuity Investment: Dividends Investment: Interest Miscellaneous Income Other Investment Pension Personal Property Acquired Personal Property Sale (Gain) Real Estate Sale Proceeds Refund Social Security/SSI Support Income Transfer From Wages INCOME ACCOUNTS Page 4 of 7
5 CHART OF ACCOUNTS FOR CONSERVATORSHIP ANNUAL INCOME & EXPENSE REPORTS EXPENSE ACCOUNTS Asset Depreciation Automobile: Gasoline Automobile: Maintenance Bank Service Charges Bond Premium Care Facility Charitable Donation Clothing Fees: Accountant Fees: Attorney Fees: Court Fees: Guardian/Conservator Fees: Other Fees Fees: Realtor/Appraiser Food: Dining Out Food: Groceries Funeral Gifts Given Household: Laundry/Dry Cleaning Household: Maintenance/Repairs Household: Other Household Insurance: Auto Insurance: Home/Renter Insurance: Medical Insurance: Other Insurance Medical: Ambulance/Transport Medical: Dental Medical: Doctor/Hospital Medical: Prescriptions Miscellaneous Expense Personal Needs Personal Property (Loss) Personal Property Purchase Rent/Mortgage Services: Cleaning Services: Personal Care Subscriptions & Dues Support Payments Taxes: Federal Taxes: Other Taxes (continued next page ) Page 5 of 7
6 Taxes: Real Estate Taxes: State Transfer To Transportation Utilities: Garbage Utilities: Gas & Electric Utilities: Telephone/Internet/Cable Utilities: Water/Sewer EXPENSE ACCOUNTS Page 6 of 7
7 CHART OF ACCOUNTS FOR CONSERVATORSHIP ANNUAL INCOME & EXPENSE REPORTS Chart of Accounts Incompatibility issues: The Court's program was tested to be as compatible as possible with various commercial accounting software programs. However, you may experience an incompatibility issue with some accounting software programs when attempting to set up income and expense categories in the format required for the Court s program. Most likely the issue is that the software program will not accept a colon and/or a forward slash in the account name. The suggested work around, when using software programs that do not accept a character in the Court s chart of categories, is as follows: Set up income and expense categories as closely as possible to the required chart of categories required by the Court. Then, after exporting the file to a csv format, use Microsoft Excel (or a similar program) to do a find and replace to change the category name you used to the correct category name for importing to the Court's program. Page 7 of 7
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