Journal Entries at period end… How many JL transactions accounting department have to key in per month? Accruals, payroll, marketing expenses, commissions, 401K, etc, etc… They can vary from business to business, ranging from just a few lines to a few hundreds of lines. Regardless of industries, the financial users commonly agree that journal entries are not exactly enjoyable process; it is tedious inevitable task to tackle, every single month.

The legitimate question arises, why it is so boring? Let’s see… Maybe because, we key in information sequentially into the menu 25.13.1 or 25.13.3, line by line. Don’t we? When we complete entering a few first transactional lines, they no longer become visible on the screen. Adding another line will cause top line to disappear from the screen. This is how it’s been designed from day one. Users only can see a limited number of lines in maintenance program, and if you want them all at once, go print a report from another QAD menu.

Here is a live example: when we are at completion of the last, 100th transaction line, we are thrilled to find out that the transaction balance is off 15 cents or so…oops. Exactly like Murphy Law proclaims. We have to exit from the maintenance program, select another menu to print the transaction, to find out which line is causing the problem. Then we go back to maintenance menu to fix the incorrect line. If you do a few 500 liners a month, you know what we are talking about here.

Limited screen visibility is one of the reasons, and secondly, the way the data is entered to QAD maintenance screen. These are the two factors slowing us down.

In accounting, typically we keep all journal entries in excel files, just in case, right? What if these excel files have an ability to submit transactions to QAD? Quickly and safely.

Journal Entry Demo

What if you could also pull any previously posted JL reference from QAD to excel and re-submit it with new date and reference number?

This approach can add good degree of excitement to boring journal entry process… You can use transaction templates and simply copy-paste thousands of lines from one Excel sheet to another, then click “Upload” button and smile.

This is exactly what we have developed. Our JE loader is an excel spreadsheet tool for submitting new and browsing existing GL transactions in QAD. It interacts via built in macros with QAD system and offers very simple and powerful excel interface to you with all those great excel features that you used to: copy-paste large blocks of data, auto-sum, filters, sorting, formatting, great visibility and presentation, etc.

In the case you have errors in the spreadsheet, they will be highlighted all at once upon clicking on “Upload” button, so the only clean upload is performed to QAD.

Even though you can easily check transactional balance in Excel, the program still performs balance checks, the overall and between entities. It places a hard stop if you are off. You can upload to reversal transaction maintenance screen 23.13.3 as well. Debit or credit can be entered to one column only and amounts can be formulas or references to another sheet or workbook.

The excel tools we have developed, will boost your productivity, immediately. We have many acknowledgments from our customers. However the most important thing is that these solutions can give you a pleasant feeling of accomplishment, when you complete a lot with a tiny effort. Your PC does the hard part for you – as it’s supposed to in the first place.

We offer a free trail of the journal entry excel loader software, which can be installed within minutes.

Learn more about Excel Data Loaders

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