Import Vouchers

Written by Nick Miles

Last published at: May 20th, 2020

Import regular vouchers and statement vouchers into CommunitySuite.

  1. Select Vouchers from the Home page.
  2. Click Import Vouchers.
  3. Select Download Template under the type of voucher that you want to upload.

    The template will download as a .csv file, and save to your computer's Downloads folder.

  4. Open the template, enter voucher information for each voucher that you want to import, then save the template to your computer.

    Voucher Field Descriptions

    Column 1: profile_id: The profile ID for the vendor. Note that profile ID is not necessarily the same as the ID on the vendor screen, so make sure you follow this to the actual profile screen for the ID.

    Column 2: voucher_date: The date for the voucher in M/D/YYYY format. So for the end of March in 2020, you would set this to the value 3/31/2020. Will be the date used for posting the voucher.

    Column 3: ref_num: The reference number for the statement from the vendor. This needs to have a value but can be anything. Note that each change in this value will generate a new voucher so you will usually want this to be the same for all lines in the vendor.

    Column 4: due_date: The date the voucher payment is due.

    Column 5: reduce_spendable: Enter a Y if this should reduce the spendable amount of the fund. Enter a N if it is not a fund that has track spendable on or it should come out of retained earnings.

    Column 6: funit_id: The CSuite identifier for the fund that is making the voucher payment.

    Column 7: account_num: The GL account number for the activity. This is the account number for the expense account that is making the voucher payment.

    Column 8: description: The description for the voucher detail

    Column 9: qty: The quantity that will be on the voucher. This is typically 1.

    Column 10: unit_cost:  The dollar amount to be paid on the voucher. Note that this will be multiplied by the quantity to get the total amount.

    Statement Voucher Field Descriptions

    Column 1: profile_id: The profile ID for the vendor. Note that profile ID is not necessarily the same as the ID on the vendor screen, so make sure you follow this to the actual profile screen for the ID.

    Column 2: voucher_date: The date for the voucher in M/D/YYYY format. So for the end of March in 2020, you would set this to the value 3/31/2020. Will be the date used for posting the voucher.

    Column 3: ref_num: The reference number for the statement from the vendor. This needs to have a value but can be anything. Note that each change in this value will generate a new statement voucher so you will usually want this to be the same for all lines in the investment asset.

    Column 4: due_date: Same as voucher date.

    Column 5: funit_id: The CSuite identifier for the revenue share holding fund. Typically it is fund ID 1001

    Column 6: account_num: The GL account number for the activity. This is the account number for the revenue or expense account like realized gains, unrealized gains, etc..

    Column 7: statement_account_num: This is the asset account in your GL that the statement is for. Each change in this value will also generate a new statement voucher.

    Column 8: description: The description for the statement voucher line. Normally, this is the account name for column 6 (Realized Gains, Unrealized Gains, etc.)

    Column 9: amount: The dollar amount for the net change in the asset for the GL account in the statement voucher period.

  5. Click Choose File.
  6. Open the .csv template file that you saved in step 4.
  7. Click Process.
  8. The imported vouchers will load into the New voucher bucket.