Create GL Records and subcodes with a spreadsheet

Setup spreadsheets save time and let you create multiple items at once.

  • The menu displays spreadsheets matching your permissions.
  • Always download a new spreadsheet before you begin adding data because the spreadsheet is populated with information from your database. 
  • To avoid errors when creating different objects refer to the required upload order.
  • To save time when creating many objects, select from the drop-down menu and then copy and paste the value into the other rows.

Format rules

  • Enter all information as text or dates.
  • You can add sheets to the notebook,  only the sheet named DataEntry is processed.
  • Do not rename, remove, or rearrange columns.

Download the create spreadsheet

In the Create dialog, click Setup Spreadsheets.

  1. From the Setup Spreadsheets Log, click Download.
  2. Under Create Spreadsheet, choose GL Records and Subcodes.
  3. Download the spreadsheet.
  4. The name format is yyyymmdd-CREATE_GLCodesAndSubcodess.xlsx.
  5. Add your information and save.
  6. Use Import to upload your spreadsheet.
  7. The Setup Spreadsheets Log reports the results and any errors. You can download the error (kickout) spreadsheet from the hyperlink, fix any errors, and upload the error sheet.

Permissions

The ability to create objects is determined by user role and any limits placed on the user's topmost place or topmost cost center.

Maximum length for codes and names

The column header lists the maximum length for each attribute. When entering data, a red cell indicates the name or code exceeding the specified length. If you upload the spreadsheet without fixing the cell, the row fails to process and an error spreadsheet is created.

Create GL Records and subcodes spreadsheet details

Column Rules

General Ledger Record

GL Records are automatically created for each account/meter relationship.

This spreadsheet can also be used to create additional GL Records. For example, meters created in previous versions of UtilityManagement may not have a GL Record.

The method used for creating a GL Record name is to join the following objects - account number | vendor code | meter code.

Subcode 1 through 20

Used to add values to the specified GL Record.