Update GL Records and subcodes with a spreadsheet

Update spreadsheets save time and allow you to update multiple items at once.

  • Update spreadsheets typically display two columns for each attribute, updates should be entered in the white columns.
  • Always download a new spreadsheet before you begin adding information because each sheet is populated with data from the database.

Formatting rules

  • All information should be entered as text or dates.
  • You can add sheets if needed, UtilityManagement only processes the sheet named DataEntry.
  • Do not remove columns.

Download the update spreadsheet

In the Create dialog, select Setup Spreadsheets.

  1. From the Setup Spreadsheets Log, click Download.
  2. Under Update Spreadsheet, select GL Records and Subcodes.
  3. Set the filters as needed to limit the amount of data in the spreadsheet.
  4. Download the spreadsheet.
  5. Name format is yyyymmdd-UPDATE_GLCodesandSubcodes.xlsx.
  6. Add your information and save .
  7. Use Import to upload your spreadsheet.
  8. 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.
Available update columns are listed below.

Column

Rules

GeneralLedgerID

Cannot be updated.

GL Record

Must be unique.

The best practice is to only assign a record to one account/meter relationship. If the record is assigned to multiple account/meters ALL the account/meters share the subcode assignments. If you update a GL subcode for one of the account/meters, ALL are updated because they are sharing the same GL Record.

Subcode1 to Subcode20

Enter a new subcode value or NULL to clear the value.

General Ledger Record is Assigned to Account(s)

Cannot be updated.

GL Records are not automatically created for accounts. Typically organizations use the Meter GL Record.

General Ledger Record is Assigned to Meter(s)

Cannot be updated.

Use this column to determine if the GL Record is used on more than one meter.