481 Import Cash Book Transactions

Purpose & Benefits
This function lets you to import/post Cash Book transactions as TAS Journals from ASCII CSV files – 100’s of transactions are processed in seconds. You can achieve major savings because the expensive, time-consuming and error-prone tasks of manually re-keying this data to the TAS Ledgers are automated. Not only can you post to the target TAS ledger up to 2 Years Past, but also, at the same time, you update the TAS Nominal Ledger, with multiple line analysis if required, as well as the TAS VAT Register. The ASCII CSV text file may be created automatically by your “front-end” system, but can also be produced from a spreadsheet. It uses the traditional TAS layout.

Purpose & Benefits

This function lets you to import/post Cash Book transactions as TAS Journals from ASCII CSV files – 100’s of transactions are processed in seconds. You can achieve major savings because the expensive, time-consuming and error-prone tasks of manually re-keying this data to the TAS Ledgers are automated. Not only can you post to the target TAS ledger up to 2 Years Past, but also, at the same time, you update the TAS Nominal Ledger, with multiple line analysis if required, as well as the TAS VAT Register. The ASCII CSV text file may be created automatically by your “front-end” system, but can also be produced from a spreadsheet.
It uses the traditional TAS layout.

This section describes importing Cash Book journals – functionality is exactly the same when importing Nominal (program 181), Sales (282) and Purchase (382) journals.

You can set your preferences for which folder the ASCII CSV files are to be found using the Maintain Central Information (011) function from the Central menu. The imported transactions are created as Journals in the same way as if you used these TAS functions to create them:

Ledger	Function	Description
CB	421	Cash Receipt
CB	422	Cash Payment

Important

Please note MultiTAS contains limited support for TAS systems setup to use Cash VAT Accounting.

The file containing the transactions to be imported must be output from your third party software (or spreadsheet) as a Comma Separated Variable file (CSV) called: – ‘MTADIF.DAT‘

The order, format and size of the fields/columns for each record are critical for the import to succeed. Full details of the current file specifications, which must be used to output your data from your third party software, are documented separately in TAS Data Transfer File Specs which you can obtain from the Infoplex website, together with a TAS Data Transfer Toolkit containing sample files. It is crucial that you and/or your third party software provider follow these specifications. The specifications also give you useful information about how the program behaves if the import file contains blank or invalid data in the various fields/columns.

When you select this menu option the Import Transactions form appears, like the one shown below. The system gets information from the ASCII CSV import file and puts it in the grid for you to read. There are slight variations on what is displayed, e.g. for Cash Book journals and Nominal Ledger journals.

If MultiTAS finds any errors the OK? column shows No and a note is put in the Comment column. You can read the full Comment by hovering your mouse over the cell. To troubleshoot any errors, you can use the Troubleshooting ASCII CSV File Data Errors section in the Appendices.

Before importing you can also select this option, if appropriate:

Option	Default	Description
Override Posting Date	Off	Use this if you want to override the posting date of the individual transactions and select the date on which all the transactions are to be posted.
Posting Date	Current TAS Ledger date	The Ledger Transaction Document Reference (Invoice etc) date need not be the same as the posting date, which itself can be up to 2 years past; you can use the handy drop-down date picker. Therefore it is advisable to run the Transaction Import routine regularly and to make sure, in particular, that Invoices/Credit Notes are posted to the correct period for VAT purposes.

If you want to check details of the Double Entry click the
Similarly, if you want to check details of the VAT Analysis click the

Example: Drill-down to details of the Double Entry:

Example: Drill-down to details of the VAT Analysis:

Import

Click the Process button to start the routine which imports/posts the contents of the ASCII CSV import file. You can monitor progress easily by viewing the progress bar and the contents of the Comment column: as each journal is posted, the posting number is displayed. Thousands of TAS Ledger Journal lines can be created and posted in minutes, plus corresponding VAT Register entries, with full updates to TAS Nominal Ledger, Bank Accounts and Dashboard records.

Once posting is complete you can review the Comments column on screen if you wish. MultiTAS will advise if the import run was free of errors and/or warnings, giving you the option to view the Log file it created. In this case, there were warnings.

Click the Cancel button to exit.

View Import Results

To see the results of the import in TASBooks you can use these TAS functions:

Ledger	Function	Description
CB	441	Print Cash Book Payments/Receipts for the Bank Account(s) concerned
	412	Bank Account Enquiry for the Bank Account(s) concerned
All	133	Print Audit Trail by Posting Number (Recommended)