Transactions created in PBM™ and FCA™ can be imported into FCA. Create the file to be imported by opening the client file in PBM or FCA, then export it using File>Exports>FCA Write Up.
To Import PBM and FCA Transactions
Select Write Up>Import Transactions>PBM or FCA.
Select the file to be imported by clicking on the browse button.
Map the client's accounts using the account map grid on the left side of the window by selecting the FCA Write Up account in the Map To column for each of the client's PBM accounts. Click the Fill Map button at the upper right of the window to have the system look for and map all accounts where the account Lookup in FCA or PBM matches the account Lookup used in the file being imported.
Use the grid on the right side of the window to define transactions to be summarized into one transaction. Select the Summarize transactions as follows box to create the summarized transaction(s). Use the grid to define the summarized transaction as follows:
Number—Identify all parts of a summarized transaction with the same Number. The transaction number in FCA Write Up will be S1, S2, etc.
Debit—Enter the debit accounts in the Debit column that are part of the summarized transaction.
Credit—Enter the credit accounts in the Credit column that are part of the summarized transaction.
Description—Enter a description for the transaction, if desired.
FindAccounts—After a unique Number and one account in the Debit or Credit column have been entered, click on the entered Account and click Find Accounts. To use the Find Accounts button, there must only be one row with this summarized transaction Number. To use the same description on all accounts found, enter it on the first row. Delete the new row that is created, then click on the account number, then Find Accounts. The program will find all accounts associated with the entered account in past QuickBooks imports and populate the Debit and Credit columns and any description entered. Delete any rows for cash or checking accounts by clicking in the row and pressing the Delete key on the keyboard. Delete all rows containing accounts you wish to exclude from the summary.
If the exported file contains payroll checks, additional grids at the top of the window for mapping Payroll Items, Departments, and Locales must be completed. Be sure that each item is properly mapped. Create additional Payroll Items, Departments, and Locales as necessary.
Click OK to import the data. All transactions in the import file will be imported into the current accounting period regardless of the date. A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the import.
Note: Be aware of the Save icon in the toolbar. FCA will save and remember the mapping for any account which has been previously imported. If it is necessary to cancel an import after some accounts have been mapped, click the Save icon to save the mapping that has been completed.
Cancel—Click the Cancel button to close the screen without importing.
Print—Click Print to print the mapping as displayed in the grid. Due to printer variations, column widths do not print the same as they look on the screen. Use Options>Print Offset to adjust for these differences.
Fill Map—The program will look for accounts with the same Lookup as the account number in the file being imported and populate the Map To field with any matches.
Export Map—Click Export Map to export the mapping displayed in the grid to a txt or csv file.
Find Accounts—The Find Accounts button is only active if you have selected Summarize transactions as follows:. See detailed instructions in Step 4 above.
Batch—Each import will be assigned a unique Batch name that follows a similar formatting pattern. Batch PBM 2020 2-1 indicates that the import is the first PBM or FCA import done in period 2 of 2020. If another file is imported in the same period using this import, the batch name would be PBM 2020 2-2.
Undo by Batch—To delete all transactions imported in a batch, select Writeup>Import Transactions>PBM or FCA. Select the Batch to be deleted in the Undo by batch field and select Undo. Batches that have been imported in prior periods cannot be undone.
Select the Batch from the Batch field drop-down list.
Additional filters may be set to zero in on particular transactions.
Print Offset—Due to printer variations, column widths do not print the same as they look on the screen. Use Options>Print Offset to adjust for these differences. Increase the number to increase the printed column width and decrease the number to decrease the width. Once this is set for your system, columns will print as they appear on your screen.
Ignore Zero Records
Yes—Skips any detail level record from being imported that has an amount of zero.
No—Imports all detail level records for transactions.
Precede Descriptions with Type
Yes—Automatically records the type of transaction, followed by a colon, then any description that may have been entered in the source file. Example: Deposit: description (if any).
No—Uses only descriptions entered in the source file and leaves blank when no description had been entered in the source file.