Importing Trial Balances and Budgets

You can import trial balances and budgets from source data files that are in CSV format. Voyager imports trial balances as batch journal entries, so you can review and edit the information before actually changing the account balances for a property.

Ensure that you have a current backup of your database before you import transactions.

For a CSV-format import-data file, the default field formats must comply with the requirements listed in the “Import file field requirements” or “Budget formats for CSV files”. If the import file does not comply with the appropriate format, you must create a format template (FMT) file so that Voyager can correctly read and import the data. For more information, see “Creating Import Files and Templates”.

The complete address of an account balance consists of a property, an account, a post month, and the type of books (cash, accrual, and so on). If you want to load an account balance, you must provide these four elements.

Voyager uses information from the import file, the import filter fields, and certain defaults to create valid trial balance journal entries or budgets. If the ACCOUNT, PROPERTY, POST MONTH, or DATE fields are not present in the import file, Voyager can substitute entries from the import filter.

To import a trial balance or budget

1	From the VWA top menu, select Import/Export > Trial Balance. The Open Import File screen appears.

2	In the File name field, type the import file name, or you can use the screen to locate and double-click the file.

If you want to import transactions from a non-Yardi database, you must add an import-format file in the same folder that contains the import file.

3	Click Open. The Import Trial Balance or Budget filter appears.

Voyager uses information from this filter screen, the import file, and certain defaults to create valid trial balance journal entries or budgets. The import file, together with the format-template file (if it exists), are the first location that Voyager searches for information. If the Property, Post Month, Date, or Balance Acct field are not in the import file, Voyager can substitute entries from the filter.

4	Complete the following fields, as needed:

Property Type or select the code for the property associated with the trial balance or budget that you want to import. You can leave this field empty if the property information is included in the import file.

If the format-template file describes a PROPERTY field, Voyager will use the property codes from the import-data file and ignore this field; otherwise, you must select a property code in this field. The trial balance or budget data will be associated with the selected property.

Post Month Type the default post month. Voyager uses this value for valid trial balances that do not have a post month.

If you leave this field empty, Voyager will use the current operating month as the default post month. If the import transactions have a POSTMONTH field, Voyager will use the information from that field. For budgets, the post month should be the first month of the budget year that you are importing.

Date If the import file does not contain a DATE field, type the default recording date for the imported transactions. If you leave this field empty, Voyager uses the system date as the default.

Tran Type Select the type of transaction for import. Options are: Trial Balance or Budget.

Create Batch Typically, you would select No. Budgets cannot be imported into a batch. If you select Yes, Voyager creates a batch journal entry.

JE/Budget Book Select the budget or general ledger book that will be affected by the import. Select Both for cash and accrual books.

Balance Acct Type or select a balance account, if needed. If the imported trial balance is out of balance, Voyager adds a balancing entry against the account in this field. If there is no balance account in this field or in the import-data file, Yardi recommends importing unposted batch types only.

If you import a posted batch type, you will need to rebuild the G/L details and totals after importing. For more information, see “Rebuilding the General Ledger”.

5	Click OK. A confirmation message appears when the import is complete.

If Retained Earnings are imported in trial balances, the import may fail and an error message indicates that the journal entry does not balance. To correct this condition, the Retained Earnings row must first be deleted from the export data file before performing an import.

6	If a log message appears, and you want to review the import log for accuracy, click Yes.