Table of Contents

Uploading Ledgers

Jennifer Sneider Updated by Jennifer Sneider

Studio Managers and Series/Feature Owners can access this feature.

Uploading a ledger creates Transactions in AssetHub. Please contact your Account Manager to discuss the initial ledger upload to ensure proper column matches.

Ledgers must only contain one currency. If your production uses multiple currencies, you must run a separate report for each currency and upload them separately. If your spreadsheet file contains multiple tabs, only the first tab is read by the system.

Warning: Please see the Matching Columns article for best practices to ensure a successful match and initial upload.
Note: Once the ledger is uploaded and you see the Transactions appear, refresh the page to see a counter of unreconciled Transactions on the top navigation bar.

Uploading Ledgers from SmartAccounting or Global Vista

  1. While logged into a Feature or Series, click Transactions on the top navigation bar.
  2. Click Import Ledger.
  3. Select the Project from the dropdown.
    1. If the Project uses multiple currencies, select the appropriate currency from the dropdown.
  4. Choose Entertainment Partners (EP) as the accounting provider.
  5. Click the + Choose button and navigate to the location on your computer where the exported ledger is stored. 
  6. Click Upload to upload the ledger.
  7. Verify the column matches appear correct and click the Import button at the bottom of the "Match Columns" page. If this is not your initial upload to the Project, do not edit the columns or customize the matches.
    1. If this is the first ledger upload for the Project, you may need to click Customize Matches and properly match columns. Please contact your Account Manager prior to upload to ensure this is done correctly.
  8. View the Import Summary to verify the number of new Transactions coming in. If it looks correct, click Continue with Import
  9. Once you are directed to the Transactions page, you're done!
Pro Tip: After you have uploaded your ledger, click the Send Notification button to notify your team that they have unreconciled Transactions! You can choose to notify selected departments or all departments.

Uploading Ledgers from PSL

  1. While logged into a Feature or Series, click Transactions on the top navigation bar.
  2. Click Import Ledger.
  3. Select the Project from the dropdown.
    1. If the Project uses multiple currencies, select the appropriate currency from the dropdown.
  4. Choose Cast & Crew as the accounting provider.
  5. Click the + Choose button and navigate to the location on your computer where the exported ledger is stored.
  6. Click Upload to upload the ledger.
  7. Verify the column matches appear correct and click the Import button at the bottom of the "Match Columns" page. If this is not your initial upload to the Project, do not edit the columns or customize the matches.
    1. If this is the first ledger upload for the Project, you may need to click Customize Matches and properly match columns. Please contact your Account Manager prior to upload to ensure this is done correctly.
  8. View the Import Summary to verify the number of new Transactions coming in. If it looks correct, click Continue with Import
  9. Once you are directed to the Transactions page, you're done!
Pro Tip: After you have uploaded your ledger, click the Send Notification button to notify your team that they have unreconciled Transactions! You can choose to notify selected departments or all departments.

Uploading Ledgers from Other Accounting Software

Export a spreadsheet of Assets from your accounting software and ensure each column on the file has a labeled header row. The spreadsheet must be in .XLSX or .XLS format and the column that contains your Department and Subdepartment codes must be labeled Account Code, regardless of how your system generated the field name.

Ledgers must only contain one currency. If your production uses multiple currencies, you must run a separate report for each currency and upload them separately. If your spreadsheet file contains multiple tabs, only the first tab is read by the system.

Warning: These ledgers will not map to the Char/Set Code column. If you want to enter a Set Code on the ledger, contact your Account Manager to discuss your options.

While you can match as many headers from your file to AssetHub fields as you like, the following AssetHub fields are required to be matched for upload:

  • Department
  • Asset Name
  • Vendor
  • Eff Date
  • Cost

Some Studios also have additional Studio-specific required fields. Consult with your Account Manager prior to uploading the first ledger.

Warning: The column on your spreadsheet that contains your Department and Subdepartment codes must be labeled exactly as Account Code. You might need to manually adjust your file prior to upload.

Please contact your Account Manager to discuss the initial ledger upload to ensure proper column matches.

  1. While logged into a Feature or Series, click Transactions on the top navigation bar.
  2. Click Import Ledger.
  3. Select the Project from the dropdown.
    1. If the Project uses multiple currencies, select the appropriate currency from the dropdown.
  4. Confirm the appropriate Account Code configuration shows in the dropdown. The account code is a string of either 4 or 8 characters. This should not change from the initial upload.
  5. Confirm the appropriate Department Code configuration from the dropdown. The Department Code is either 2 or 3 characters. This should not change from the initial upload.
  6. Confirm the appropriate Department Code location from the dropdown. The ## in the sample corresponds to the location of the Department Code in the string. This should not change from the initial upload.
  7. Click Upload Spreadsheet.
  8. Click the + Choose button and navigate to the location on your computer where the exported ledger is stored. 
  9. Click Upload to upload the ledger.
  10. Click the Import button at the bottom of the "Match Columns" page. If this is not your initial upload to the Project, do not edit the columns or customize the matches.
    1. If this is the first ledger upload for the Project, you may need to click Customize Matches and properly match columns. Please contact your Account Manager prior to upload to ensure this is done correctly.
  11. View the Import Summary to verify the number of new Transactions coming in. If it looks correct, click Continue with Import
  12. Once you are directed to the Transactions page, you're done!
Pro Tip: After you have uploaded your ledger, click the Send Notification button to notify your team that they have unreconciled Transactions! You can choose to notify selected departments or all departments.

Ledger Upload History

  1. While logged into a Feature or Series, click Transactions on the top navigation bar.
  2. Click the Gear icon on the top right of the page.
  3. You will see a list of all ledgers and the number of reconciled and unreconciled Transactions from each upload.
Note: If you have the proper permissions, you can remove or delete a ledger from the Project. Any unreconciled Transactions will be deleted and reconciled Transactions will remain associated with Assets. Click the Trash Can icon in line with a ledger and make your selection.

How did we do?

Exporting Asset Reports from PSL

Matching Columns

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