Amending the Import Journal Template for Additional Fields

This guide explains how to update your import journal template to include key allocation fields that help direct transactions to specific areas of the system. Using these fields correctly improves accuracy in posting, supports better reporting, and reduces manual rework.

The fields covered in this guide are:

• Stock No

• Account No

• Job No

1. Stock No

Purpose

Use the Stock No column to link transactions directly to a vehicle in stock. This is particularly useful for pre-sale charges (e.g. valeting, workshop prep), internal recharges, and vehicle cost allocations.

When to Use

• Charging costs to a specific vehicle.

• Importing workshop, accessory, or warranty costs related to vehicle stock.

• Tracking vehicle profitability.

How to Add

1. Open your journal import template (Excel or CSV).

2. Add a column titled Stock No.

3. Enter the stock number for each relevant transaction.

4. Leave blank for non-vehicle-related entries.

5. Save the file in the correct format (usually .csv).

Tips

• Ensure stock numbers match exactly with those in the DMS.

• Use the Note field for descriptive context if needed.

2. Account No

Purpose

The Account No field links the transaction to a specific customer or supplier account. This is essential for posting to the sales or purchase ledger.

When to Use

• Posting invoices or credits to customers or suppliers.

• Importing transactions involving third parties.

• Handling recharges and external costs.

How to Add

1. Open your import journal template.

2. Insert a column titled Account No.

3. Enter the corresponding account number for each transaction.

4. Leave blank if the entry does not relate to an account.

5. Save the file before import.

Tips

• Validate all account numbers beforehand.

• Use suspense accounts for unknown parties if needed.

3. Job No

Purpose

The Job No field allows transactions to be applied to specific workshop job cards. This improves job costing accuracy and supports workshop reconciliation.

When to Use

• Allocating parts, sublet costs, or labour to job cards.

• Posting workshop costs from external suppliers.

• Recording internal job work (e.g. PDI, warranty).

How to Add

1. Open the import journal template.

2. Add a column titled Job No.

3. Populate with the correct job number for each relevant entry.

4. Leave blank if unrelated to a job.

5. Save and import.

Tips

• Ensure job numbers are open and valid in the system.

• Avoid using job numbers that are already closed or finalised.

General Reminders

• Field Names Must Match Exactly: Use the expected column headers (Stock No, Account No, Job No) without additional spaces or alterations.