GL Code Import

In the left-hand menu go to Data Import > GL Code Import. 

To download the spreadsheet to fill in with your GL Code data, click on Download Excel Spreadsheet Template in the top right-hand corner of the screen. Open the Excel file from your downloads. The sheet contains three tabs, shown at the bottom of the file:

GL Codes

A General Ledger code, is a unique numerical or alphanumeric identifier used to classify and track financial transactions within a organisation's finance system. On the GL Codes sheet in the spreadsheet there are three columns:

• GL Code - the actual code or identifier stored in the system  
• GL Code Label- the name to be displayed to users 
• Active - Y/N - input Y to enable the code, input N to disable the code

For more information on GL Codes, please see here. 

Multi Part GL Codes 

The Multi-Part GL Code functionality enables sites to define structured GL code components and link them to specific DP2P categories. To import Multi Part GL Codes, you must already have added the GL Code Part Labels under Settings > GL Code Parts. You can have up to five of these. The labels listed in column A must match the labels on the system EXACTLY in order to be uploaded correctly. On the Multi Part GL Codes sheet in the spreadsheet there are four columns:

• GL Code Multi Part Label - input the GL Multi Part Label that you want to match your values to. This must match what is on the software exactly.
• Option Value - the actual code or identifier stored in the system 
• Option Label - the name to be displayed to users
• Active - Y/N - input Y to enable the code, input N to disable the code

For more information on Multi Part GL Codes, please see here. 

GL Code Mapping

You can use this sheet to connect your GL Codes to the Multi Part Codes. On the GL Code Mapping sheet in the spreadsheet there are seven columns:

• GL Code - input the code you want to map
• GL Code Label - input the label of the code you want to map 
• Part 1- Y/N - for this and the below columns, input Y to connect the code to each part, or input N leave it unconnected 
• Part 2- Y/N
• Part 3- Y/N
• Part 4- Y/N
• Part 5- Y/N

When adding your data, please ensure that you have provided a value under each column for any rows that you are filling in, as each value is mandatory.

Once you have filled in your data, save your changes on the spreadsheet, and return to the GL Code Import page on Panacea. Select which tabs you have filled in and want to import. You can select multiple. Click Choose File to upload your amended spreadsheet, and then click Import. If there are no errors in your spreadsheet, a green message box will appear, telling you the number of GL Codes you have successfully imported. If there are any errors a red message box will appear telling you which tab and which rows have errors. In this case, correct any errors listed, and reupload the spreadsheet. 

When you successfully import data, an audit log will appear on the GL Code Import page, showing who imported the data, what type of data it was, when it was imported, and how many rows of data there were. You can check your uploaded data by going to the following pages:

• Direct P2P > Groups & Categories and click on General Ledger Codes in the top right hand corner for GL Codes
• Settings > GL Code Parts for Multi Part GL Codes 
• Direct P2P > Groups & Categories and clicking on a relevant group will open details including GL Code Mapping