Importing Accounting Lines

Some KFS eDocs allow a user to import line items/lists to auto-fill a section. The most common Import Lines function is often the Accounting Lines tab, allowing users to populate multiple/many accounting lines into their document, but the Accounting Lines isn't the only import opportunity. Using an import feature is useful for areas that have 10+ line items they need to add to a document, so they don't have to manually type in data.

The import lines button is located in the upper right of each appropriate tab (for example, the Accounting Lines tab in the Disbursement Voucher, or the Line Items tab in the Requisition). This Import Lines button allows you to import a csv file containing multiple lines of data into the tab.

To get all the .CSV templates per document type, navigate here*

*Note that the above hyperlink redirects and requires the user to log in to ZotPortal.

Different types of KFS eDocs use different import templates, but in some cases multiple e-docs can use the same template. The columns of the .csv import template files varies by document type. Using the incorrect format or skipping column required fields for the .csv file causes the import to fail or have errors. Entering invalid data (like a non-existent Project Code) will also cause your file to fail, so check the entries before importing. For some financial transactions, like a Budget Adjustment, a separate file is needed for each Accounting Lines tab section (one each for the From and Tosections).

General Instructions for Creating & Saving a .CSV File

  1. Open the template file that corresponds to the type of financial transaction document you are working on (opens in Excel).
  2. Add data to the file.
    image of data in excel
  3. Required field headings are marked with an asterisk and appear in red.
  4. If the file is to be used again in the future, save the file as an Excel workbook (don't delete the headers yet) so you have a record of your template. If the file is not to be used again, you skip this step.
  5. Delete the header rows at the top of your file before saving.
    deleting rows in Excel
  6. Save the file again, with a new name, in .csv format (CSV = Comma Deliminatioed format)

Importing a saved .csv File

The import lines button is located in the upper right corner of the applicable tab.

  1. Click import lines on the top right of the Accounting Lines tab (or whichever tab it is applicable for).
    import lines button in KFS
  2. The system displays additional buttons such as Browse, add, and cancel import.
  3. Click and locate the file you have created from your computer.
  4. From the Choose File window, select the .csv file to be imported and click open.
  5. Click add.
  6. The screen displays the imported data.

Notes on importing accounting lines from a .csv File

  • Do not inlcude commas in any of your fields, including amountsand Line Descriptions.
    • Becuase the files saves as a CSV/Comma Delimilatned format, if amounts have commas, your import file may not work. Be sure to change the column formatting to text to be safe.
  • Leading 0s can be handled by setting the column format to text in Excel.
  • Some import templates (the individual document template header will say which one) require you to put in negative signs for credit vs. debit amounts.