General Import Procedures

Importing Keystroke for Windows Sales and AR Journal Entries to CYMAIV General Ledger Transactions


Prior to beginning the import process, please print and review the General Import Overview information found in the CYMAIV online help (press F1 from any CYMAIV screen).

The following instructions assume that you have utilized the Keystroke GL-Link (in particular - the standard link option) to generate a source file in an ASCII comma-delimited file structure. (Refer to your GL link documentation or contact SBS technical support for assistance.)

The resulting file should have the following structure: Journal ID, Sequence Number, Date, Transaction Type, Reference (e.g., Customer Number, Invoice Numbers), Account, and Amount.

If necessary, use a spreadsheet application or text editor to modify the source file. Be careful not to change the file format or alter field data unintentionally (truncation of numeric fields, etc.). Records must be sorted in order of Journal ID and subsorted by Date. (a change in Journal ID or in accounting period range causes new batch incrementation) Creating a header record is helpful for later use in mapping fields. Example below:

"Journal ID","Seq Number","Date","Transaction Type","Reference","Account","Amount"
"KS","8","06/01/96","INVOICE","#1 - Cust5","674897256152","-2298.00"
"KS","8","06/01/96","INVOICE","#1 - Cust5","098709870","2298.00"
"KS","8","06/01/96","INVOICE","#1 - Cust5","876876-8098","-1298.00"
"KS","8","06/01/96","INVOICE","#1 - Cust5","78765765876","1298.00"
"KS","9","06/01/96","INVOICE","#2 - Cust0","674897256152","-8.99"
"KS","9","06/01/96","INVOICE","#2 - Cust0","8709860876","-0.67"
"KS","9","06/01/96","INVOICE","#2 - Cust0","987098709","9.66"
"KS","9","06/01/96","INVOICE","#2 - Cust0","876876-8098","-6.59"
"KS","9","06/01/96","INVOICE","#2 - Cust0","78765765876","6.59"
"KS","1","07/06/96","LWY PMNT","#16 - Cust 11","987098709","300.00"
"KS","1","07/06/96","LWY PMNT","#16 - Cust 11","65659786879","-300.00"
"KS","2","07/15/96","LWY PMNT","#22 - Cust 9","987098709","500.00"
"KS","2","07/15/96","LWY PMNT","#22 - Cust 9","65659786879","-500.00"
"KS","3","07/15/96","LWY PMNT","#15 - Cust 13","987098709","250.00"
"KS","3","07/15/96","LWY PMNT","#15 - Cust 13","65659786879","-250.00"
"KS","4","07/15/96","LWY PMNT","#16 - Cust 11","987098709","1000.00"
"KS","4","07/15/96","LWY PMNT","#16 - Cust 11","65659786879","-1000.00"
"KS","5","07/15/96","ORD DPST","#23 - Cust 11","987098709","1000.00"
"KS","5","07/15/96","ORD DPST","#23 - Cust 11","98768760897-","-1000.00"
"KS","6","07/20/96","LWY PMNT","#15 - Cust 13","987098709","500.00"
"KS","6","07/20/96","LWY PMNT","#15 - Cust 13","65659786879","-500.00"
"KS","7","08/01/96","LWY PMNT","#25 - Cust 16","987098709","250.00"
"KS","7","08/01/96","LWY PMNT","#25 - Cust 16","65659786879","-250.00"

Build and Run the Import Script If necessary, rename your source file so that it has a .csv file extension. Cyma does not recognize other extensions for import. It is recommended that .csv source files be placed into the corresponding CYMA company data directory for which it will be imported (such as c\program files\cyma\cyma4\demo ). This will make it easier to find the import data again at a later date. The General Import process requires exclusive access to CYMA system and data files. Make sure all other users are logged out Log into CYMA and switch to the System Manager module. Choose the General Import option from the System menu list. Create a new import script using a unique script ID (i.e., KSTKGL). Describe the data you are importing for future reference (Keystroke GL Link Trns). Enter the path to where you copied the .csv source file.(i.e. c\program files\cyma\cyma4\demo) Select GL Transactions as the data type. Select Add from the Add Options list. Set the Stop On Reject option to Yes. Indicate whether your .csv file has a header record by choosing Yes or No. (this option simply tells the import procedure whether to skip the first line in your source .csv file) Select the source name file from the dropdown list. (if it does not appear, check your Path to Source Files for accuracy and make sure your source file has the *.csv extension). Highlight the row by clicking in the far left field and click on the Field Mapping button. Click below to view enlarged sample screen:

On the left half of the Field Mapping screen, enter the corresponding row number in your source file (displayed in the window on the right half of the screen) for each required data element. Click below to view enlarged sample screen:

After mapping each required field to a column in your source file, save the import script. Make sure you have made a backup copy of the entire company data directory and make sure all other users are logged out of CYMAIV.

Select the import script using the browser button and proceed with the import.

Verify Data Integrity

After running your import script, print and review the import log. It may reflect particular records that were rejected for one reason or another. It may be necessary to make adjustments in your source file or in the import script itself so that all records can be successfully imported. DO NOT re-import unrejected records. Either restore your data from backup and re-import all records, or remove successfully imported records from your source file and then re-run the import script.

IMPORTANT: After all records have been successfully imported, log out and restart your CYMA application. Log into CYMA and switch to the General Ledger module. Run Batch, Ledger, and Balance type reports to verify the integrity of your imported records. Suggested reports are Entry Listings by Batch, Out of Balance Batches, Ledger Detail by Date Range, Balance Sheet.