The Imports menu of the Dealership Accounting module allows you to import CSV, or comma delimited, files into the DMS. This then enables you to post the data to the general ledger as a general journal entry.
For general imports, you must save the CSV file you wish to import into the DMS as ASImport.csv in a folder in the C:\ drive (or K:\ drive if your dealership uses a hosted Autosoft DMS) that you must name ASImport. Each time you save a new file to this folder for import, overwrite any existing file in the folder to ensure the proper file is imported. See the Knowledge Base article, "Setting Up CSV Files for General Import to Accounting," for step-by-step directions.
If you are importing a CSV file from Rome Technologies, you must save the CSV file you wish to import from Rome Technologies into the DMS as AutosoftRO.csv within a folder you create in the AD (Autosoft Directory) folder that you must name "Rome." Each time you save a new file to this folder for import, overwrite any existing file in the folder to ensure the proper file is imported. See the Knowledge Base article, "Setting Up CSV Files from Rome Technologies for Import into Accounting," for step-by-step directions.
Step 1. From the Dealership Accounting menu, select Journal Entries.
Step 2. The Journal Entries menu opens. Select Post Entries to Journals to open the Post Daily Entries to Journals menu.
Step 3. Click Imports.
Step 4. The Imports menu opens. Click General Import or Rome depending on which import you are using.
|Important: The system will search the corresponding folder for designated import file when you click one of the menu options. If the data within the file doesn't follow the proper format or is missing any information, the import will fail and an error message will appear. Click OK to dismiss the message and make the necessary changes to the saved file before attempting the import again.|
Step 5. When performing your very first CSV import, you must enter the journal number you wish to use for posting the document. Use the Journal field to type the journal number specific to imports. Once a journal number has been entered, the system retains the journal number for future imports. However, you can change the posting journal by typing a different journal number, which will populate the journal name in the field to the right. The new journal number will be retained for any new imports until changed again. Simply press ENTER to confirm the journal entered is the journal you wish to use for the import.
Step 6. If the folder and CSV file are found, the system displays a message asking you to verify you wish to initiate the CSV validation process.
Step 7. Once the validation is complete, the system prompts you to confirm you want to import the file. Click OK to continue. The file will be imported as a single record or entry.
Step 8. The system will verify that the file has been imported and will tally the number of successfully imported records. Click OK to acknowledge the message.
|Note: If any of the information in the imported file is incorrect or missing, such as the general ledger number or document number, or if the entry doesn't balance, an error will alert you of the problem. Click OK to dismiss the message and make the necessary changes before re-attempting the import.|
Step 9. A pop-up will ask you to verify that you're ready to post the imports. Click OK to continue.
Step 10. Depending on your Accounting setup, the system will either ask you to post the entry or to print and post the entry. Post the entry as you normally would.