You can export journal entries in a variety of text formats for use in other financial systems. You can choose to do a manual export from the Journal Entries screen or you configure the system to do an automatic export when posting journal entries.
Define the GL Posting Export Format
- Click the GL Posting Exports link from the Main Menu. The GL Posting Exports screen opens.
- Click the Add button. The Add GL Posting Exports Header screen opens. If a similar export format already exists, see Copy a GL Posting Export Format.
- Enter the following information:
- Description - Name of the export format.
- Header - Determines if a header is exported with the export file.
- Yes - Header information is configured in the Batch Header tab in step 4.
- No - No header information is included in the export file.
- Control - Determines if the export file uses a control value.
- Yes - Control information is configured in the Batch Control tab in step 6.
- Multiple - Uses both a Batch Control (configured in step 6) and File Control (configured in step 7).
- No - No control value is included in the export file.
- Fixed - Determines if the file is exported in a fixed length format.
- Yes - Overrides the configuration in the Delimited field and exports a fixed file length. All rows (including header and controls) are expected to export at the same length. Fixed lengths files do not have delimiters between fields.
- No - Relies on the value configured in the Delimited field to if text fields have quotes around them and the delimiter between fields.
- Quoted - Behaves the same as selecting No.
- Delimited - Determines how each field is separated in the export file. This only affects the export file if the Fixed field is set to No.
- CSV - Creates a comma separated value export file. Each field is separated by a comma and text fields have quotes on either side.
- None - No delimiters and no quotes are inserted into the export file. Same as a fixed length file.
- Tab Delimited - Creates a tab delimited export file. Each field is separated by a tab and text fields have quotes on either side.
- File - File for the export.
- Export CSV - Not used for export formats. Set the Delimited field to CSV to export as a CSV file.
- Select the Batch Header tab if Yes is selected in the Header drop-down. Skip to step 5 if No is selected in the Header drop-down.
- Click the Add button. The Add GL Posting Export Detail screen opens.
- Enter the necessary information:
- Order - Determines the order the field displays in the export file. Regardless of the value you enter, it is reset in increments of 10 when you save.
- Column Label - Column or field that contains the data to export.
- <Empty Field> - Select this to set a blank or zero filled field. End position is required for this column.
- <Specify Constant> - Select this to set an alphanumeric value for the field. Value is required for this column.
- Fill Factor - Fill to use for fixed length export files. If a value is less than the fixed length, this is what is used to fill the remaining required characters. This is also used to determine the format for date fields. If the Fixed field in step 3 is set to Yes, this field must have a value for any column other than <Specify Constant>.
- Value - Contains any custom information you need in the export file. Only available when <Specify Constant> is selected in the Column Label drop-down.
- Start Position - Determines the start position of a value if only part of a data's field needs exported. Use this if the result length is shorter than the actual length of the field.
- End Position - Determines the end position of a value if only part of a data's field needs exported. Use this if the result length is shorter than the actual length of the field.
- Show Decimal Point - If checked, the decimal point is included in the export file. Only available when exporting numeric fields.
- Number of Decimals - Number of place values after the decimal to include in the export value. Only available when exporting numeric fields.
- Click OK.
- Select the Details tab. The Details tab is where you configure the fields to include in the export.
- Click the Add button. The Add GL Posting Export Detail screen opens.
- Enter the necessary information:
- Order - Determines the order the field displays in the export file. Regardless of the value you enter, it is reset in increments of 10 when you save.
- Column Label - Column or field that contains the data to export.
- <Empty Field> - Select this to set a blank or zero filled field. End position is required for this column.
- <Specify Constant> - Select this to set an alphanumeric value for the field. Value is required for this column.
- Fill Factor - Fill to use for fixed length export files. If a value is less than the fixed length, this is what is used to fill the remaining required characters. This is also used to determine the format for date fields. If the Fixed field in step 3 is set to Yes, this field must have a value for any column other than <Specify Constant>.
- Value - Contains any custom information you need in the export file. Only available when <Specify Constant> is selected in the Column Label drop-down.
- Start Position - Determines the start position of a value if only part of a data's field needs exported. Use this if the result length is shorter than the actual length of the field.
- End Position - Determines the end position of a value if only part of a data's field needs exported. Use this if the result length is shorter than the actual length of the field.
- Show Decimal Point - If checked, the decimal point is included in the export file. Only available when exporting numeric fields.
- Number of Decimals - Number of place values after the decimal to include in the export value. Only available when exporting numeric fields.
- Click OK.
- Select the Batch Control tab if Yes or Multiple is selected in the Control drop-down. Skip to step 8 if No is selected in the Control drop-down.
- Click the Add button. The Add GL Posting Export Detail screen opens.
- Enter the necessary information:
- Order - Determines the order the field displays in the export file. Regardless of the value you enter, it is reset in increments of 10 when you save.
- Column Label - Column or field that contains the data to export.
- <Empty Field> - Select this to set a blank or zero filled field. End position is required for this column.
- <Specify Constant> - Select this to set an alphanumeric value for the field. Value is required for this column.
- Fill Factor - Fill to use for fixed length export files. If a value is less than the fixed length, this is what is used to fill the remaining required characters. This is also used to determine the format for date fields. If the Fixed field in step 3 is set to Yes, this field must have a value for any column other than <Specify Constant>.
- Value - Contains any custom information you need in the export file. Only available when <Specify Constant> is selected in the Column Label drop-down.
- Start Position - Determines the start position of a value if only part of a data's field needs exported. Use this if the result length is shorter than the actual length of the field.
- End Position - Determines the end position of a value if only part of a data's field needs exported. Use this if the result length is shorter than the actual length of the field.
- Show Decimal Point - If checked, the decimal point is included in the export file. Only available when exporting numeric fields.
- Number of Decimals - Number of place values after the decimal to include in the export value. Only available when exporting numeric fields.
- Click OK.
- Select the File Control tab if Yes or Multiple is selected in the Control drop-down. Skip to step 8 if No is selected in the Control drop-down.
- Click the Add button. The Add GL Posting Export Detail screen opens.
- Enter the necessary information:
- Order - Determines the order the field displays in the export file. Regardless of the value you enter, it is reset in increments of 10 when you save.
- Column Label - Column or field that contains the data to export.
- <Empty Field> - Select this to set a blank or zero filled field. End position is required for this column.
- <Specify Constant> - Select this to set an alphanumeric value for the field. Value is required for this column.
- Fill Factor - Fill to use for fixed length export files. If a value is less than the fixed length, this is what is used to fill the remaining required characters. This is also used to determine the format for date fields. If the Fixed field in step 3 is set to Yes, this field must have a value for any column other than <Specify Constant>.
- Value - Contains any custom information you need in the export file. Only available when <Specify Constant> is selected in the Column Label drop-down.
- Start Position - Determines the start position of a value if only part of a data's field needs exported. Use this if the result length is shorter than the actual length of the field.
- End Position - Determines the end position of a value if only part of a data's field needs exported. Use this if the result length is shorter than the actual length of the field.
- Show Decimal Point - If checked, the decimal point is included in the export file. Only available when exporting numeric fields.
- Number of Decimals - Number of place values after the decimal to include in the export value. Only available when exporting numeric fields.
- Click OK.
- Click OK.
Copy a GL Posting Export Format
- Click the GL Posting Exports link from the Main Menu. The GL Posting Exports screen opens.
- Select the export format to copy.
- Right-click and select Copy. The Copy G/L Export Formats screen opens.
- Enter the name for the new export format into the New Format Description field.
- Click OK. The new posting export format is created. You can edit and make adjustments as needed.
Perform the GL Posting Export
Exports can be configured to generate a file when posting a journal entry or you can do a manual export from the Journal Entries screen.
Generate an Export File When Posting Journal Entries
- Click the General Ledger Configuration link from the Main Menu. The General Ledger Configuration screen opens.
- Select the General tab.
- Expand the General Ledger Import/Export section.
- Enter *EXPORT in the Posting Executable field. Review the field tooltip for additional export file options to consider.
- Enter the GL Posting Export Format ID for the export template to use into the Template ID field.
- Select if the export should append the exported journal entries to the existing file (Append) or overwrite the existing file (Replace) from the G/L Export File Handling drop-down.
- Click OK.
Manual Export
Exporting a journal entry creates the export file and updates the Exported field to Yes. You can use this field to filter to only the journal entries you need to export.
- Click the Journal Entries link from the Main Menu. The Journal Entries screen opens.
- Select the journal entries to export. Use Ctrl+Click or Shift+Click to select multiple journal entries.
- Right-click and select Tools -> Export Journal Entry. The GL Export screen opens.
- Select the export file format from the Format ID drop-down.
- Click the Choose File button to select the file to save. You must select a file and the file must already exist. Only available if Append is selected as the G/L Export File Handling method on the General Ledger Configuration screen.
- Click OK. A confirmation message displays.
- Click Yes.
Journal Entry Export Security
Exporting journal entries is controlled by the Journal Entry Export access privilege. Users and/or roles assigned to the privilege are allowed to export journal entries. Any users not assigned to the privilege are not able to export journal entries. If no users are assigned to the privilege, it is considered inactive and all users can export journal entries.
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