Import an Excel File

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The Import an Excel File [xlint] program allows you to import data from an Excel Spreadsheet into PSL3 as a transaction.  All Transaction Types (P/O, A/P, P/C, J/E and V/A) can be imported in this screen except Payroll transactions.  The transaction loads in to PSL3 with an unposted status; therefore you are able to make any necessary modifications before posting.

 

 

Note

NOTE:

 

Please note prior to the file import, please see the following Excel template as to how to format and enter in data. Please note the PSL3 Excel template contains a total of twelve columns (A-L) including Free Fields 1 through 4.  If your database is not utilizing all four Free Fields and/or any additional columns, please leave the fields blank.  PSL3 automatically excludes the unused columns upon importing.

 

 

Please email a request to support@castandcrew.com if you would like the PSL3 Excel template emailed to you.

 

 

 

Open:

 

To access the Import an Excel File [xlint] screen, click the 'J/E' module from the menu tree (see following screen shot).

 

You can also access this screen by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu.  Then, press Enter.

 

 

 

The screen then appears.

 

 

 

Once the data is entered in to the Excel Spreadsheet correctly, save the file as a Text/Tab delimited (.txt) format to your desired directory as shown on the following screen shot.  Please note you can also save as a Comma delimited (.csv) format if the Text/Tab delimited (.txt) option does not import properly.

 

 

 

 

Interface File:

 

Select File -  Choose the Text/Tab delimited (.txt) or Comma delimited (.csv) file you wish to load.  Please note that files are loaded one at a time.

 

 

Transaction Type:

 

Select the type of transaction you wish to load which are as follows: J/E, P/O, A/P, P/C and VA.  Please note this program does not import Payroll transactions.

 

 

Default Distribution Codes:

 

Press the F2 Key or right click in any of these fields (Batch, Production, Company, Bank, Currency, Series, Location, Set, Insurance and Free Field(s)) to choose the necessary codes if they don't already default. Please note if you leave the Series, Location or Set columns blank on the Excel Spreadsheet, PSL3 loads the file with the codes you input here in the ‘Default Distribution Codes’ section.  The other fields (Vendor Number, State Worked, P/O Number, Invoice Number and Envelope Number) only become accessible depending on the Transaction Type selected.

 

*Make sure to input all white colored fields as white fields are required before proceeding in PSL3.

 

 

Report Type:

 

Defaults to Edit List to review the file import prior to loading.  To move forward with loading, select 'Loading Register' followed by either the Print or Preview option.

 

Print/Preview the Report: Located in the top right hand corner of the screen, you can choose the following options to generate the report:

 

Print - Opens the Print Dialogue box and sends the report directly to the printer.

 

Preview - Generates a PDF format report and appears instantly on your screen.  You are still able to print from the PDF format.

 

Once you select 'Loading Register' followed by either the Print or Preview option, PSL3 displays the following message prompt confirming the file is now interfaced:

 

 

 

 

Once imported, the newly created Reference Number is listed on the Excel Interface Register.  The new transaction is also created with an unposted status in which you can still modify before posting.

 

Upon selecting 'Loading Register', you may also receive the following warning message if your Excel Spreadsheet file contained errors:

 

 

 

 

If you received this message, the importing process is not completed until the errors are corrected.  The main reason you would receive this error message is because the Excel Spreadsheet file is not formatted correctly; please refer to the PSL3 Excel template.

 

 

Note

NOTE:

 

Please email the Excel Spreadsheet file to support@castandcrew.com should you encounter any problems with the import process.  The Support Department is happy to assist in troubleshooting and/or loading the file for you upon request.