LA GL - Deposits: Import Income (from LII Contributions) (1-02)

Logos Accounting easily imports data from Logos II Contributions. (No donor information or individual
transactions come across; only totals given to each fund.) You have two time-saving options for this
process: 

1 You may choose to define a dynamic link between Logos II Contributions and Logos
Accounting. When giving activity is posted in Logos II, the fund totals are also posted to your
General Ledger accounts at the same time.

 

2 You may choose to import data through the “Import Data from Application” routine on the GL
Utilities panel. With this option, when giving activity is posted in Logos II, the fund totals are
saved in a file (gltrans.dbf) that can then be imported in Logos Accounting.
l BEFORE IMPORTING

 

1. In Logos II, make sure there are no unposted batches (Enter Contributions routine) for which
manual deposit entries have already been made in Logos Accounting. If so, such batches must
first be posted before proceeding with the following steps, otherwise those totals will be brought
into Logos Accounting again.

 

2. In Logos II, go to Preferences (File menu) and select the Program Links screen. Mark the Activate
Link checkbox to define the Link to Logos Accounting Data Files. Verify that the data path
shown is correct. If not, use the Browse button to locate the directory in \logoswin\gl that
contains the Accounting data that is to link to Logos II. Select OK to save this setting.

 

3. Still in Logos II, go to Preferences > Contributions and select the Funds button. Verify that the
correct GL Income and Checking account is defined for each fund:
Income Account # — For each fund, select the GL Income account to be credited with
totals for that fund’s transactions. (More than one fund may be imported into the same
GL Income account.)
Checking Account # — For each fund, select the GL Checking account to be debited
with totals for that fund’s transactions. (Multiple funds may be imported into the same GL
Checking account.)

 

4. If you do not want Logos II posting routines to also automatically post to General Ledger accounts,
return to the Program Links screen, and unmark the Activate Link check box to break the Link
to Logos Accounting Data Files. The Preferences > Contributions screen will still have the
Accounting Options check box marked to Save Contributions to GL during Post. This setting
controls the creation of the data file (gltrans.dbf) from which fund totals are imported into Logos
Accounting.

5. The next time you Post Contributions (or Post Payments in Event Registration) in Logos II, when
you click the Verify button, the Define Bank Deposit Slip window will open, allowing you to accept
or edit the Deposit Slip number that will be assigned to all items being posted. The routine will
assign a Roman numeral “II” in front of this number to clearly identify it as having come from Logos
II. You can also choose whether to use the current (or another) date or apply the date(s) of
individual transactions to these items in General Ledger.

 

6. Then, depending on whether or not Logos II is linked to Logos Accounting, proceed with the option
indicated below.
l WHEN LINKED TO LOGOS ACCOUNTING

 

7. When you then click the Post button, in addition to posting individual transactions to the Logos II
donor records, posting is also done automatically to the appropriate GL accounts in Logos
Accounting. You may then print separate Logos II and Logos Accounting Posting reports. You can
ignore the following instructions, as they do not apply.
l WHEN NOT LINKED TO LOGOS ACCOUNTING

 

8. In Logos II, the Status Bar at the bottom of the screen shows the Data Path. Make a note of this, as
that shows where the file to be imported into Logos Accounting is located.

 

9. In Logos Accounting, on the GL > Utilities panel, select Import Data from Application. Run this
routine at least every week to copy fund totals from the gltrans.dbf file into a new batch in the GL Individual Transaction routine. Items in this batch can then be edited, if necessary, before posting.

 

NOTES:

 

The first time you run this routine, click the Browse button to view the Open window.
Click in the Look in field at the top of the window and locate the \logoswin folder. Select the
\logos folder (all Logos II files) and then select the \data (or other folder where you noted in
Step 8 that your Logos II data is stored). Double-click on the gltrans.dbf file.

This gltrans file will keep growing every time you post contributions unless its data is
regularly imported. If this is not done for a long time (usually an indication that deposit
entries are being made manually), the file can become too large for your computer to
process. In this case, you must delete the GLTRANS file. In Logos II, go to the Preferences
> Contributions screen. Select the Delete button under Accounting Options.

Only delete the GLTRANS file when you are sure the totals it contains have been entered manually
in General Ledger.

If Logos Accounting is on a different stand-alone computer from Logos II, copy the gltrans.dbf
file onto a flash drive and delete the file from the Logos II computer’s hard drive. On the Accounting
computer, copy the file into the \logoswin directory (not in the \logoswin\gl\data directory, since a
data file with the same name stores unposted GL transactions)
Every time you do this, always delete the file from the originating computer (It will be created
again the next time you post.), and copy the file to the same location on the receiving computer(The Import routine remembers this location.)

 


10. Run Post Transactions in Logos Accounting to update your General Ledger.

 

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