Journal Upload Template
Using the Excel spreadsheet Journal Upload Template:
Open the Journal Upload Template with MS Excel (if prompted with a security warning, click ’Enable Content’),
In Excel, navigate to Add-Ins » Journal Import » Setup (more information is available below),
Choose the Dimensions ODBC Datasource (this can be found by opening Dimensions and clicking ’More’ before logging in),
On the Connection tab, choose the Authentication method. This can be Windows Authentication or SQL Authentication. If using SQL Authentication the full username should be used, not the user ID which is used to login to Dimensions,
Select if you always want to use the same database,
On the Options tab, select any of the available Sub Ledger and/or Zero Value Lines options as required,
Click OK to confirm your setup,
Populate the Journal Template with the required information. Fields coloured yellow are required, and you must have transaction lines that balance (more information about balancing transactions can be found below),
Navigate to and select Add-Ins » Journal Import » Upload journal. A dialog advises errors or if your upload is successful,
If successful, in Dimensions, navigate to Home » [Enquiry] Financials » Nominal Transactions; Display transactions and observe your uploaded journal lines.
The Setup dialog
If any of these details are missing or are incorrect, you will get an error message when you attempt to upload.
ODBC Datasource
Typically this is the name of the data connection used to connect to Dimensions Accounts. You can check which data connection to use from your Dimensions Accounts logon window. Ensure that the spelling of the Data Connection is exactly as shown in Dimensions Accounts.
Note: The data connection name may be different on each machine.
Login Details
These login details are the same login details that you use in Dimensions Accounts.
Here you have two choices: Windows Authentication or SQL Authentication. If using SQL Authentication you should ensure that the User Name and Password are correct.
Access Dimensions Database
Here too you have two options:
Prompt User for a Database name. When posting the journal you will need to select a database from a list.
Always connect to this database. Each time you post the journal it will always send it to the database specified here.
"The values for this journal do not balance." error
This error normally only occurs if the difference between the sum of the debit and sum of the credit does not balance to zero. However, this error may also appear even if the journal does balance.
This can be resolved in a number of ways.
This could be caused by a rounding issue. Are the fields being rounded down from a longer decimal base number?
Are the numbers being extracted from another spreadsheet? It would be worth checking the format of all of the spreadsheets from where the information is coming to ensure they are set up with the same decimal places.
Alternatively, this could be an issue with the Journal Upload Template Version. As Microsoft Excel is constantly being updated sometimes the updates can cause problems for the upload templates and our developers will need to make changes. Please contact Access Support for the latest template.