MIP NonProfit Series

iMIS provides support to meet export requirements for MIP NonProfit Series for Windows version 3.0 or greater. This support is in place in iMIS as of version 4.10.

In order to facilitate the interface, iMIS formats the transaction data into a fixed-file format. The export/import file is then imported into a journal batch with a simple import process that works hand-in-hand with an iMIS-specific import definition file.

To set up iMIS for MIP

The setup steps from iMIS include making appropriate choices on the AR/Cash General Ledger Interface window and an optional step to establish a MIP general/lookup validation table.

The iMIS setup steps are described in detail below:

Step 1 – Change the GL Interface Type

  1. From AR/Cash, select Set up module, and click G/L Interface to open the AR/Cash General Ledger Interface window.
  2. Click Edit.
  3. From the GL interface type drop-down list, select MIP.
  4. Select an option from the Summarize by drop-down list.
  5. Enter the Output File Path/Name, which dictates how iMIS should name the export/import file and where it should be stored. To avoid changing the file name with each new import, do not include the ? substitute character.
  6. Click Save.

Step 2 – Set up a special MIP General Lookup/Validation Table

  1. From Customers, select Set up tables > General lookup/validation to open the General lookup/validation window.
  2. Select (New Table) from the list of table types. The New Table Type window opens.
  3. Enter a New Table named MIP and click Save.
  4. Click New.
  5. Type SEGMENTS in all caps in the Code field.
  6. In the Expansion field, fill in the number of segments in your GL Chart of Account structure.
  7. Click Save.

To copy the IMIS_GL.def definition file

  1. Copy the IMIS_GL.def file to the mipnps32\data directory. You can copy the definition file from either the iMIS_Ent\Files\GL_Int or the iMIS_Mil\Files\GL_Int directories on the CD.

To modify the export/import file path and name

  1. Edit the copied IMIS_GL.def file with a text editor such as Notepad.
  2. Change the path and file name on in the FILE,SESSION section to coincide with the location and naming convention you entered during the iMIS setup.

The path on the supplied definition is c:\program files\mipnps32\data\glint.txt

Note: If you are in a multi-entity situation in which you need to generate multiple output files (that is, you have a # entity substitution character within the output file), you must create a separate definition file for each entity. For example, if you had two entities, DEMO and FND, and the export/import file setup as GL#.TXT, copy the single IMIS_GL.DEF to 2 files, such as IMIS_GL_DEMO.DEF and IMIS_GL_FND.DEF. In IMIS_GL_DEMO.DEF, change the file name to GLDEMO.TXT. Likewise, the file name in IMIS_GL_FND.DEF should be changed to GLFND.TXT.

You do not need to create separate files if you have a single legal entity but multiple funds. iMIS treats funds as separate entities, but they are only handled in separate sets of books, not separate files, within MIP.

Warning!  

Do not make any other modifications to the definition file.  This file contains important instructions to help MIP read and process the iMIS import.

To create the export file from iMIS (MIP)

  1. Generate the general ledger transaction export files using AR/Cash > Process month-end procedures > Create GL Journal.

To import data into MIP

  1. Select File > Import.
  2. In the Import File Path window, locate and double-click the IMIS_GL.def definition file.

    3. Note: In a multiple-entity, multi-file situation, select the appropriate copied and renamed definition file for the entity with which you are working.

  3. The data is used to create unposted general journal voucher transactions.
  4. Once imported, the data can be viewed through Transactions > Enter Journal Vouchers.

  5. Note that all iMIS generated Session IDs begin with “IM” so they are easy to locate.
  6. To view the individual transactions imported, click the Start button and use the Voucher drop-down list to find the transaction to view.

  7. To post the transactions, select Activities > Manage Sessions > Post Transactions.

  8. Enable the checkbox next to the iMIS GL Integration Entry session and click the Post button to post the imported entries.

    9. Note: iMIS-imported entries to a cash account appear under the Other Cash Items tab on the Reconcile Cash Accounts window.

Export/Import File Example

The export/import file is a simple fixed-length export/import file that contains a single heading line for the MIP session, a document header line for each new transaction created, and detail document lines for each debit or credit entry in the document or transaction.

iMIS generates a new journal entry and Document Number each time the following is encountered:

  • A new transaction date (for Day or Detail summary methods).
  • A new batch (for Batch summary methods).

The following export/import example shows a small interface file for two batches across two dates.

HSESSN IM00147 BP iMIS GL Integration Entry 04282011   JV
HDOC   IM00147 JV 110428-5    04282011 iMIS GL Integration Entry    iMIS 3
DDOC   IM00147    110428-5CR 981028-5: MIP Cash Receipt CR  N 04282011 00001 00000036000 00000000000 1100-01
DDOC   IM00147    110428-5       110428-5: MIP-AR-ARCR  N 042820118 00002 00000019700 00000000000 1200-01
DDOC   IM00147    110428-5       110428-5: MIP-AR-MIP1CR  N 04282011 00003 00000000000 00000015000 5000-01-101
DDOC   IM00147    110428-5       110428-5: MIP-AR-MIP4CR  N 04282011 00004 00000000000 00000020000 5000-01-201
DDOC   IM00147    110428-5       110428-5: MIP-AR-MIP2CR  N 04282011 00005 00000000000 00000007500 5100-01-101
DDOC   IM00147    110428-5       110428-5: MIP-AR-MIP3CR  N 04282011 00006 00000000000 00000013200 5200-01-101
HDOC   IM00147 JV 110429-14   04292011 iMIS GL Integration Entry    iMIS 3
DDOC   IM00147    110429-14CR 110429-14: MIP Cash ReceiptCR  N 04292011 00001 00000020000 00000000000 1100-01
DDOC   IM00147    110429-14      110429-14: MIP-AR-AR CR  N 04292011 00002 00000015000 00000000000 1200-01
DDOC   IM00147    110429-14      110429-14: MIP-AR-MIP1CR  N 04292011 00003 00000000000 00000010000 5000-01-101
DDOC   IM00147    110429-14      110429-14: MIP-AR-MIP4CR  N 04292011 00004 00000000000 00000010000 5000-01-201
DDOC   IM00147    110429-14      110429-14: MIP-AR-MIP2CR  N 04292011 00005 00000000000 00000015000 5100-01-101