GL Upload Automation: Overview

What it does

GL Upload Automation builds on the existing history import wizard (see the "Import History" articles) so that uploading your general ledger takes far less manual cleanup. When you upload your file, URBI now:

• Figures out which accounts your file needs and proposes whether to create a new one, reuse an existing one, or link the two, so you are not starting the Accounts step from a blank list.
• Recognizes vendor names in your expense lines and proposes a match or a new vendor to stage, distinguishing between accounting vendors (the ones you pay bills to) and service-ticket vendors (contractors and repair companies).
• Matches payer names in your income lines to the right unit and the right person, current or former, and flags anything that looks like an old outstanding balance.

You still review every proposal before anything is posted. The wizard's Resolve steps (Accounts, Vendors, Units) are now verification screens: confirm or adjust what automation already worked out, instead of building each match by hand. Anything the system cannot confidently resolve is held as an item that needs your attention rather than guessed silently onto your books.

Who can use it

This is a staff, board, and PM tool inside Accounting Settings. There is no resident-facing part of this feature, and no notifications go out to residents at any point in the process.

Where to find it

Open the Accounting page, click Accounting Settings, then choose the Import History tab, the same place as before. Start an import as usual; the automation runs automatically as part of the existing wizard.

The wizard flow at a glance

1. Upload, bring in a CSV or Excel (.xlsx) export of your ledger. See Uploading a GL File.
2. Accounts, review the create / recode / map / manual proposal for each account in your file. See Reviewing Account Proposals.
3. Vendors, confirm or correct how each vendor line was classified and matched. See Classifying Vendors.
4. Units, confirm which unit and which person each payer maps to, and pick a primary payer. See Mapping Payers to Units.
5. Review and commit, clear any remaining items that need resolution, then commit the batch. See Resolving Orphans and Committing.

If this property is running a trial-balance-only import, the Vendors and Units steps are skipped automatically, since a trial balance only sets opening account balances and has no per-vendor or per-unit detail to match.

Good to know

• Nothing is written to your books until you click Commit. You can review, adjust, and re-review proposals as many times as you like beforehand.
• This feature does not add anything for residents to see or do, and no resident notifications are sent as part of an import.
• Reversing an import voids the journal entries it posted and switches off the accounts that import created, as long as nothing else uses them. Vendors and billing accounts that automation created for that import stay in place afterward. See the note in Resolving Orphans and Committing for how to handle cleanup.