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May 17, 2015

Import General Journal Entries in NAV 2015 Using RapidStart

Import General Journal Entries in NAV 2015 Using RapidStart
Submitted by Dynamics Insights
Reading time: 8 mins

Microsoft Dynamics NAV 2015 (Navision) includes several batch jobs that are provided to help in the transfer of legacy account balances to a newly configured company. You can easily import data for the customer journal, the vendor journal, the item journal, and the G/L journal by using RapidStart. The first step is to create a configuration package that includes the setup tables for those journals. The following procedure assumes that this step is completed. The procedure describes the subsequent steps, which include applying the package that is provided by a partner. The Configuration Packages window can be customized and refine existing packages. You can also create new packages. When the package is complete and meets your needs, you can export the package to an .xml file.

I recommend you use the data migration tools provided to migrate journal entries using the RapidStart. As you refine your configuration strategy, you may want to use Rapid Start to import other items. RapidStart helps to reduce the numbers of errors that are introduced into configuration. You can start with the BasicConfig package or create a new one.

To import General Ledger Journals or to import a large amount of data using the RapidStart configuration package, use the following steps:

  1. Go to Departments > Administration > Application Setup > RapidStart Services for Microsoft Dynamics NAV > Configuration Packages, or in the Search box, enter Configuration Packages, and then choose the related link.
  2. Select Configuration Package Code (BASICCONFIG – if you do not have it, this can be exported/imported from one of the Cronus Demo database into your company) or your can be provided by a partner.
  3. Select the Table ID 81 Gen. Journal Line to create the import for G/L Journal Lines.
  4. You will need to specify the fields you would like to include in the import. Select Table and then select Fields to edit. The Config. Package Fields window displays a list of all the fields in the table and indicates the order in which the data will be processed.
  5. Select the Actions Tab:
  • Select Set Included in the top ribbon if you would like for all fields to be selected.
  • Select Clear Included in the top ribbon if you would like for to unselect all fields
  • Select the Field ID line that you would like to make changes.
    • Dimension – Select whether the field in the table is part of the dimension definition set.
  • Select or Deselect Include Field if you want to import for each field.
  • Select or Deselect Validation Field if you want to import for each field.
  • Specify the order in which the data form the fields in the package should be applied. If your business logic requires that a certain field be filled in before another field can contain data, you can use the Processing Order field to specify the appropriate order. To specify the order, use the Move Up and Move Down commands on the Actions tab in the Config. Package Fields window.
  • Items that should be selected:
    • Journal Template Name – Gen. Journal Template.
    • Journal Batch Name – Gen. Journal Batch.
    • Line No. – Start with 10000 and increment by 10000 each line after.
    • Posting Date – Specifies the posting date for the entry.
    • Document No. – If the ‘No. Series’ field on the journal batch is filled in, the program automatically enters the next number in the series in this field. The program does not automatically assign the document number. You can manually enter a document number if the No. Series field on the journal batch is blank.
    • Account Type –Specifies the type of account that the entry on the journal line will be posted to (GL Account, Customer, Vendor, Bank Account, Fixed Assets or IC Partner).
    • Account No. – Specifies the Account Number that the entry on the journal line will be posted to.
    • Amount – Specifies the total amount (including VAT) that the journal line consists of (if you have a negative amount do not use brackets us -).
    • Shortcut Dimension – Specifies all dimension value code that the journal line is linked to.
    • Balance Account Type – Specifies the code for the balancing account type that should be used in this journal line or you can have multiple lines to post the balancing account. The Journal will not post out of balance (based on document number).
  • Select OK when finished.
  1. You can import the date into a table from Excel (you can also export first to verify file is correct).
  • On the Tables FastTab, choose Excel, and then select Export to Excel and save the file. Use this file to populate the import file from (the top three lines will be required for the import, so start on line 4).
  • Select Excel again and then select Import from Excel, locate and open the file from which you want to import data to Microsoft Dynamics NAV.
  • Data from the file is imported into the configuration package tables. In the No. of Package Records field, you can see the number of records that have been imported. In addition, you can see the number of migration errors.
  1. Select in the No. of Package Records field quantity (should be the quantity of lines imported from Excel file).
  • Before moving these records to your production database, you can use the Config. Package Records window to review the data that you have configuring for errors. You can also review errors that are associated with the records before proceeding with applying data to your database.
  1. If the Items/Rows are correct, select the all lines and then select Apply Data in the top tool bar. If all data is correct, it will then import into the General Journals to review and post.
  2. If the Invalid box is checked, then the record has an error that prevents entries from being imported into the table.
  • If there are errors, select the migration table and on the Tables FastTab, select Table, and then select Errors. The No. check box is selected for each record that has an error.
  • Highlight the line and then select Show Error in the top tool bar. NAV will display errors. The Field Name field contains the reason for the error. The Invalid field contains the caption of the field that contains the error.
  • To correct an error or otherwise make an update, close the Config. Package Errors window. On the Navigate tab, choose Config. Package Records. The Config. Package Records window opens. Select the record with the error and make the correction.
  • After all corrections have been made, repeat Step 8 to Apply Data.
  • The record is removed from the list of records in the Config. Package Errors window and will be imported into the General Journal Batch.
  1. Go to Departments >  Financial Management > General Ledger > General Journal:
  • Locate the Gen. Journal Batch.
  • Select Print Test Report for review.
  • The information you imported into the journal can be changed as long as it is in the journal. After you post a journal, the journal will be empty and the transactions will be posted to the individual accounts.
  • Select Post and Print.

You can use this procedure to import journal information for each journal type (customer journal, the vendor journal, and item journal).

Note: You can also create a new configuration package by using the configuration worksheet. Select the tables you want to include in the package and then on the Actions tab, in the Functions group, choose Assign Package.

If you need instructions for another version of NAV or have other questions about this process, contact ArcherPoint. If you would like be notified when another blog is published, subscribe to via RSS feed or by email.

Read more “How To” blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

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