ADI - Using Excel Spreadsheets

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Distribution

UVA GL Budget Specialist

GL Accountant

GL Accounting Manager

GL Administrator

Ownership

The Director of Accounting Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Microsoft Excel
M ® File ® Open <Excel data worksheet>
Select Column
Excel Data Worksheet

ADI allows you to copy and paste information from a spreadsheet directly into the ADI Journal Worksheet. The spreadsheet must meet specific requirements for column width and formatting.

Set Column Widths

1. Open the Excel workbook that contains your worksheet data.

2. Select a column then right click on it. Select the 'Column Width' choice from the context menu. Each column’s width must be equal to the number of characters in the corresponding segment of the Chart of Accounts as shown below. (Select multiple columns by holding down the Ctrl key and clicking each lettered column heading you want to select).

Required Column Widths
Entity	2
Project	6
Fund Source	4
Object Code	4
Org	5
Future	4

Note: The Fund Source, Object Code, and Future segments all have the same column width. You can select all three of them, set widths, and format their columns’ cells simultaneously.

Format Columns

3. Select one or more of the columns that contain the Chart of Accounts' segment values. Right click on the selected column(s) lettered column heading and choose Format ® Cells.

4. The columns containing your account code combination must be in the “Custom” format for uploading. Each unit of column width should be represented by a zero in the “Type” field. In the preceding example, the Future segment value is four digits, the column width is 4, and the “Type” field (shown in the previous graphic) should have four zeroes keyed into it.

Right click the selected column(s)
Choose "Format Cells."
Click the "Number" tab,
select ‘Custom,’
key 4 zeroes into the "Type:" field.

5. If you need to insert additional rows into the journal template you must ‘Unprotect’ your ADI Journal Worksheet. From the Excel Menu choose: Tools ® Protection ® Unprotect.

6. Select the ‘Insert’ menu then click ‘Insert Rows.”

7. Copy and paste the information (i.e. account code combination, dollars, descriptions) from your data spreadsheet to the ADI Journal Worksheet.

8. If you have finished copying data from the spreadsheet you may save and close it. If you think you may need to copy more data or re-copy data from the spreadsheet you may minimize it to your Windows Taskbar.

9. You may need to flag every row that you copied and pasted. ADI does not automatically include the flags when lines are pasted into the Journal Worksheet.

Remember! you can upload all rows or only flagged rows to the GL .

Effective: 08/16/04

Revision: 1

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