Use the GL Writeback feature to create allocations, accruals, and many other types of GL entries such as:
- Month-end allocations of revenue and expenses
- Accrual transactions
- Release of restricted funds
- Fringe calculations
- Inter-entity and multi-currency transactions
- Calculations, or GL entries that depend on data that is not available in your ERP
Create a Journal Transaction Worksheet
From any spreadsheet, start by creating an empty GL entry worksheet. In the Velixo ribbon, click GL Writeback > New Journal Transactions Worksheet. A spreadsheet template will open that looks is similar to the Journal Transactions page.
For each row, enter data that is necessary for your journal entry. Velixo will ensure that any cells that you leave empty will populate with default values as they would when entering the transaction manually from your web browser.
Next, click on GL Writeback > Import Current Worksheet.
Velixo will apply validation rules and present errors for any entry that is out of balance or uses an invalid GL account.
Watch the video below to see how easy it is to import the spreadsheet into your ERP. In the video, notice that we allocate expenses for a shared call center—based on the revenue of each of its branches. The calculations leverage many of the functions that Velixo adds to Excel, including ACCOUNTTURNOVER(), ACCOUNTTOTALDEBITS() and ACCOUNTTOTALCREDITS().
You can also use standard Excel functions and reference other cells in your workbook.
The description of our journal entry is dynamic and varies with the current month and year. Remember that formulas can be used anywhere!
Use your journal entry spreadsheets as template, and import them weekly or monthly. Optionally, you can create an Excel workbook file that contains as many journal-entry template worksheets as you like.
In Acumatica (also available in MYOB Advanced and CEGID), you can add custom fields to any screen. You must have the customizer role in the system. Learn more in this Acumatica help article: Role-based Access.
If you have custom transaction fields in your Journal Transactions screen, you can use GL Writeback to populate those fields.
To populate a custom column using GL Writeback, follow these steps:
- In the Journal Transaction template spreadsheet, locate the column header row in the journal entry template.
- Add a column name that exactly matches the name of your custom field in Acumatica. This should be the internal name of the column in Acumatica.
NOTE: To see this internal name, you should use the Inspect Element feature.—which is only available for Customizers.
If the Customize > Inspect Element item isn't visible, ask your ERP administrator—or someone who has the Customizer role—to perform this instead and to provide you with the internal name of the custom field.
- In the Import Custom Columns drop-down, choose Yes.
NOTE: There is no pre-validation for importing data from custom fields. Be sure that the data you enter for a custom field is correct.
Watch this short video to see how it's done:
Besides custom fields, you can add other columns in the Journal Transaction template that are not given in the template default columns. Currently, the only one for which this is applicable is the Customer/Vendor column. However, this field is read-only unless you have are a customizer in Acumatica.