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Instructions on New GL Excel Files

A recent enhancement of the GL Excel Files in BFS will allow users to change the Business Unit (BU) in the Journal Header from 1 to J if applicable to their journals. Formerly, the BU in the Header defaulted to
1 and could not be changed.

A new edit has also been added to the Excel files to ensure that the Business Unit in at least one of the journal lines matches the Business Unit in the header, ie. if the header BU is J, then one or more of the journal lines should be for BU J; or if the header BU is 1, then one or more of the journal lines should be for BU 1.

The BU in the journal header may be changed by opening up the ACTUALS.xls file and clicking on the Setup box under General in the left column. Change the BU in the Setup panel from 1 to J or vice-versa and click on OK. Then, click on New under Journal Sheets in the middle column. When you add a header to your new Excel journal, the BU will default to whichever BU you entered in the Setup panel.

To download the new GL Excel files, go to General Ledger > Journals > Import Journals > GL Excel Files via the BFS menu. Click on Enter and proceed to copy each of the three import-related files to a separate folder on either your C drive or another drive. You should overwrite the old files during the copy process or delete the old files before you begin the copy process.

If you have any questions about this matter, please contact Financial Systems User Support at 3-4250 or send e-mail to bfsbairs@berkeley.edu.

Last updated: August 29, 2007