Trial balance (GL303010)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

You use this window to import the trial balances of branches from third-party software during initial implementation.
The data for import should be in either .csv or .xlsx format.

After the data has been successfully imported, you can process it by mapping the imported accounts and subaccounts to those available in the system.
The system performs mapping automatically and marks the accounts and subaccounts that do not exist in your system with error indications.
You can perform further mapping manually. After you complete the mapping and make sure the transactions are in balance, you clear the Hold check box and click Release.
This creates an adjusting batch that does the following:

  • Sets to zero the balances of all account-subaccount pairs (available in the ledger before import) for which no data was imported.
  • Updates the balances of other accounts to match those in the imported trial balance data.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Button Description
Release

Initiates the release process for the selected import record.

Only a balanced import can be released. As a result, the status of the import changes to Released.

Here, you specify the main parameters required for importing the trial balance, such as the target branch, the posting ledger, and the financial period to import trial balance data.

This area also contains fields you can use to validate the control debit and credit totals before importing the trial balance.

Element Description

Import number

The ID of the import record.

Status

The current status of the import record. The following options are available:
  • On hold:
    This status indicates that the import record is a draft and can be edited manually.
    While the status of an import is On hold, the import may contain error indications.
    When you clear the Hold check box for an import with this status, if the import contains no errors and its total debits equal its total credits, the system changes the status to Balanced.
  • Balanced:
    This status indicates that the import record is created and is ready to be released or posted.
    An import with this status can be modified or deleted, but changes can be saved only if the credit and debit totals for the import are equal.
  • Released:
    This status indicates that the import record has been released.

Hold

A check box that indicates (if selected) that the import record has the On hold status and is still a draft.
You can clear the check box only if the record contains no error indications and has total debits equal to its total credits.

Import date

The date of the import operation for this import record.
All journal transactions of the generated batch will have the transaction date specified here.

Period

The financial period to which the imported data is posted.

Branch

The branch of the organisation whose trial balance is imported.

Ledger

The ledger to which the imported data is posted.
By default, this is the default posting ledger specified in the Ledgers (GL201500) window, but you can select another posting ledger.

Batch number

The batch's unique identifier, which the system generates based on the numbering series assigned to batches in the General ledger preferences (GL102000) window.
Description A brief description of the import operation or of the imported data.

Debit total

The total of the debit amounts for the import record (the sum of the debit totals of the asset and expense accounts).

The system calculates this value automatically.

Credit total

The total of the credit amounts for the import record (the sum of the credit totals of the liability and income accounts).

The system calculates this value automatically.

The system calculates this value by using the type of the balance to be imported, normal or reversed; that is, the sign used to display the positive amounts of the credit totals of the liability and income accounts accounted for calculations.
For details, see: Import trial balances - overview.

This tab contains the list of account-subaccount pairs for the import record and their YTD balances imported from the file.

You can validate the data by mapping imported accounts and subaccounts to the internal accounts and subaccounts.

The rows where accounts or subaccounts cannot be mapped automatically are marked with errors and can be mapped manually.

Button Description

Select an action

Gives you the ability to select one of the following actions to be performed for the records:
  • Validate:
    Validates the selected records or all records if you click the Process or Process all button, respectively
  • Merge duplicates:
    Merges duplicates for the selected records or all records if you click the Process or Process all button, respectively

Process

Validates or merges duplicates, depending on the selected action, for the selected records.

Process all

Validates or merges duplicates, depending on the selected action, for all the records.
Column Description

Status

The status of the record. The following options are available:
  • New:
    Indicates that the record was just imported.
  • Validated:
    Indicates that the record was validated—that is, that the account and subaccount were mapped to the internal account and subaccount.
  • Error:
    Indicates that the record was not validated—that is, that either the account or the subaccount was not mapped to an internal account or subaccount.
  • Duplicate:
    Marks the records detected as duplicates.

The account imported from the file.

The internal account to match the imported account to.

Imported subaccount

The imported subaccount.

Mapped subaccount

The internal subaccount to match the imported subaccount to.

Year to date balance

The year-to-date balance of the account-subaccount pair.

Currency YTD balance

The year-to-date balance of the account-subaccount pair in a foreign currency.

Type

The type of General ledger account.
Description A detailed description of the account.

If you have performed the import for the first time, the Exceptions tab is blank.

For further imports, the Exceptions tab lists (in a tabular format) all account (and subaccount, if applicable) pairs with non-zero balances that are present in the ledger but not listed in the imported data.

You should review this list carefully and make sure that the balances of these accounts should be equal to zero in the period for which you are importing the trial balance.
It is required, because on release of the trial balance entry, for each account listed, the system generates a transaction that makes the account balance zero for the period you are importing the trial balance for.

If these accounts balances should be non-zero, verify and correct the list of accounts in the file from which you are importing the trial balance.
For details, see: Import trial balances - overview.

For released imports, the tab is not displayed.

Column Description

Account

The account in the specified ledger.

Subaccount

The subaccount used with the account.

Type

The type of the account, which is one of the following options: Asset, Liability, Expense, or Income.
Description The description of the account.

Last activity

The date of the last activity on the account.

Beg. balance

The balance of the account at the beginning of the selected period.

Debit total

The total of debits posted to the account since the beginning of the period.

Credit total

The total of credits posted to the account since the beginning of the period.

Ending balance

The ending balance of the account at the end of the selected period or at the trial balance date if the current period is selected.

Parent topic: General ledger windows - overview