Import CDEX
Written by Brandy Burch
Updated at March 27th, 2025
Table of Contents
Once all the errors have been resolved, it’s time to import the file. This screen does have validation and will not import if there are errors, but typically, it’s easier to resolve them from the Edit List menu rather than run into them during the Import. See Edit List CDEX for information on resolving issues.
The Import Screen is where you define the deposit information for the General Ledger, including the Clearing Account to be debited and the Description to use on the entries. This account defaults to the number you set up in Check Stub Company Maintneance.
| File Name | Enter the saved name or browse to the location. If you accept the defaults for the remaining fields, all of the deposits will be imported into the Enter - Deposit/Check Stub. |
| Transaction Dates | This can be left blank unless only part of the stub needs to be imported. |
| Check Number | Enter the check number on the File. If the import is restricted to a single Check Number, the system will validate that number on the Total Record line of the import. If that check number doesn't exist on the import file, a message will alert you to the check(s) listed in the import file. |
| Journal | This will default per the Company Options. |
| Effective Date | This will default to today’s date but can be changed to match the date of the stub. |
| Account/Sub-Account | Typically, this will be the Purchaser Clearing Account and the Purchaser Sub-Account. |
| Description | Enter the Description to be used on the entries. |
| Exclude Missing DO | This button will allow all valid stubs to be imported but exclude any stubs with DO errors. The amount of the Check Stub imported will be reduced accordingly. This is helpful if a new lease was included, but you don’t have paperwork for it yet to set it up in the system. Any leases excluded during the import will need to be manually entered later. |
Clicking on Printer, File, or View will produce an Edit List and will kick off the import. Print or save the report, then go to #10 Enter-Deposit > Stub to review and complete the posting process.
NOTES:
- Pak Accounting can detect and utilize new four-character Purchaser codes set up and used by Oildex.
- If a user attempts to import a particular file a second time, the system will display a warning that the reference has already been imported before appending the reference with a suffix to the check number.
- Pak Accounting allows you to import values where the tax percentages differ from the revenue percentage and will also apply the percentage to the computed net share values.
- If an incomplete file is imported, an error will warn that the file was incomplete. The imported data will be available in a summary/total entry for you to decide to delete or post the information that was imported.
- The CDEX import will validate and recognize any inactive division orders. In addition, the import can accommodate seven digits to the left of the decimal for the 100% tax column.
The CDEX import listing has the option to import, excluding missing DO errors, by checking the option on the screen. This option defaults to being unchecked and will have to be checked each time to be utilized. Any stubs that have errors will be removed from the deposit and the deposit amount will be reduced by the amount of the stubs with errors. A description will then be added to the Deposit Description, stating that there were omitted entries with errors and the number of errors. Any other error will not allow the import to proceed.
Completing the Process
After importing the CDEX data into Check Stub, exit the CDEX Menu and resume your Check Stub cycle steps. The Description field will also display the Check number from the import file. This includes printing the Edit Listing and updating the data to history and the General Ledger.
In the Enter–Deposit/Stub screen, you will notice some differences from a manual entry. First, the Reference Number will start with a “C” and will auto-increment. Next, the CDEX file may have created more than one Reference Number. This is because the file will be split out every 1,000 lines. This is to aid in posting and unposting efficiency.
