Import FlexPay Payroll to G/L

This program will read the FlexPay database and import General Ledger transactions into the SPECTRA General Ledger. All payrolls must be paid from the same bank. The Interface uses the selected bank to create the Due to/from accounting. Therefore, all the Due to/from accounts for this bank must exist in SPECTRA. The interface does a summary posting. It will truncate the detail descriptions from the FlexPay system and only use the category prefix.

All FlexPay datafiles will be in a directory set up by the FlexPay system. They will have different prefixes, such as ABC or NEW. (These are the sample files created by FlexPay.) FlexPay will create a similar reference for your company, which is an abbreviation of your company name. In our example, SCS is the company abbreviation for Spectra Computer Services. The file that must be selected will be either the PR1.MDB or the PR01.MDB file, depending on your FlexPay version. You will need to know where the FlexPay datafiles are located on your computer or network – specifically the file PR1.MDB or PR01.MDB

You will find one set of instructions for the first time you run the Import FlexPay Payroll and a second set for subsequent imports.

Set up in FlexPay:

All G/L account numbers have to be set up in FlexPay the same way as they are in SPECTRA.

Please ensure that you have edited the account numbers in FlexPay (General Ledger – Chart of Accounts – Account Setup) before creating the Flexgl1.mdb file for importing into SPECTRA.

First Time Procedure

You need to tell the system to ignore all transactions prior to a certain date. For example, you have entered the payroll transactions manually into your SPECTRA system up to and including May 31, 2024. Therefore, you don’t want this Import FlexPay Payroll to G/L program to make these same entries again for all the entries up to and including May 31, 2024. To accomplish this, you would enter the date of 5/31/24 in the field "Select Pay Date to reset the G/L Interface Flag", and then click on the Reset button.

Entries earlier than May 31, 2024 would be set as historical, so that the system will not import them into SPECTRA.. Click on Yes to continue or No to terminate the process or change the date entered.

Entries earlier than August 31, 2006 would be set as historical, so that the system will not import them into SPECTRA.. Click on Yes to continue or No to terminate the process or change the date entered.

The screen will display another warning message to ensure that you are definite about proceeding with the Reset instructions. It emphasizes that once these records are flagged as historical, you will never to able to use this program to import records into the G/L for the records currently dated August 31, 2006 or earlier.

When you answer Yes, only those entries dated after dated August 31, 2006 will be imported into the SPECTRA General Ledger. These entries will also be marked as historical, so that future imports will bypass these entries.

3. Select the FlexPay Database file: You need to locate either the PR1.MDB or PR01.MDB file from wherever your FlexPay files are stored. When you have located it, and it shows in the File name field, click on the Open button. If your FlexPay is version 5.13 select the PR01.MDB file otherwise select the PR1.MDB file. If you selected the PR1.MDB file then you will be asked to find the GL1.MDB file as well.

4. You should now see a message that the Interface Flag has been reset.

5.Select Bank: You may now proceed to select the Payroll Bank.

6. Click on the Process Now button to begin the procedure.

7. You will be prompted for the file location again. Locate either the PR1.MDB or PR01.MDB file wherever your FlexPay files are stored. When you have located it, and it shows in the File name field, click on the Open button. If your FlexPay is version 5.13 select the PR01.MDB file otherwise select the PR1.MDB file. If you selected the PR1.MDB file then you will be asked to find the GL1.MDB file as well.

8. If the import has been completed successfully, you will receive no error messages. If you do receive error messages, analyze these messages and act upon them.

If the system gives you the message that it was unable to import the datafiles, you must restore the FlexPay backup. Then, rectify whatever problem was highlighted by the error (e.g. missing building), and rerun the Import. If in doubt, contact Spectra Support @ 1-866-718-2345.

9. View Audit Report.

10. If nothing posts, it is probably because you have a building in FlexPay, that doesn’t exist in SPECTRA for Windows®. As a reminder, the Building ID’s must be exactly the same in both FlexPay and SPECTRA.

11. Nothing will post and you can either:

12. If anything posts to Suspense, you have a G/L account number from FlexPay that doesn’t exist in SPECTRA. You need to add the account number in SPECTRA and do a regular journal entry to move the entry from Suspense to the new G/L account number.

Ongoing Procedures

1. Important: Take a backup of your SPECTRA data files and your FlexPay data files. If the import is not successful, you will need to restore the FlexPay data files, and possibly the SPECTRA data files.

2. Go to the Banking – Start a Task - Import FlexPay Payroll to G/L.

3. Select Bank: Select the Bank from which this payroll was paid.

4. Click on the Process Now button to begin the procedure. Do not enter a date or click on the Reset button.

5. You will be prompted for the file location. Locate either the PR1.MDB or PR01.MDB file wherever your FlexPay files are stored. When you have located it, and it shows in the File name field, click on the Open button. If your FlexPay is version 5.13 select the PR01.MDB file otherwise select the PR1.MDB file. If you selected the PR1.MDB file then you will be asked to find the GL1.MDB file as well.

6. If the import has been completed successfully, you will receive no error messages. If you do receive error messages, analyze these messages and act upon them.

7. View Audit Report

8. If nothing posts, it is probably because you have a building in FlexPay, that doesn’t exist in SPECTRA for Windows®. As a reminder, the Building ID’s must be exactly the same in both FlexPay and SPECTRA.Nothing will post and you can either:

9.If anything posts to Suspense, you have a G/L account number from FlexPay that doesn’t exist in SPECTRA. You need to add the account number in SPECTRA and do a regular journal entry to move the entry from Suspense to the new G/L account number.