Exporting General Ledger Batch Information

A user can export batch information for use by an accounting package, either while running the Batch wizard or at a later date by clicking the Export button found on each Batches record. This topic is described in the sub-topics below that discuss how to export general ledger (GL) batch information using these methods. In addition, this topic provides information on the standard export format.

• Exporting the GL File Using the Wizard
• Exporting the GL File Using the Batches Service

Exporting the GL File Using the Wizard

After the Batch wizard has created the necessary general ledger (GL) batches, the wizard displays a dialog indicating that each general ledger batch can be exported by double-clicking on it. When the record is selected by double-clicking, the Save As dialog box displays which allows the user to name the export file, select the appropriate export type, and select the directory location in which to save the file. The name is automatically generated but may be modified for clarity. See the figure below for an example of the Save As dialog.

For the default GL Export driver (which is Microsoft Dynamics GP, formerly known as Great Plains), the GL batch export file is a standard comma delimited (.csv) or text delimiter (.txt) file.

The default field order is compatible with Microsoft Dynamics GP (formerly Great Plains), but Aptify has configurations available for most major accounting packages. See About the Contents of the Batched Export File or contact your Aptify consultant for details.

Change the batch name after clicking Save, and modify the Effective Date for the batch, if necessary. Click OK to continue to specify the location and name for the batch file.

Exporting the GL File Using the Batches Service

If the user did not create the general ledger (GL) export file during the wizard process, the file may be exported from the Batches service at a later point in time.

The steps to perform to export from the Batches service, broken down by user interface, are as follows:

• Aptify Web Interface
• Aptify Desktop Client

Aptify Web Interface

1. Open the appropriate general ledger batch record from the Batches service to begin the export process.
   • All of the standard header information including name, general ledger batch type, who started the general ledger batch, who approved the general ledger batch, date started, effective date, and currency type is displayed on this record.
   • Each of the records included in the general ledger batch is displayed in the list on the Orders tab if it is a general ledger batch of orders, on the Payments tab if it is a general ledger batch of payment records, or on the Scheduled Transactions tab if it is a general ledger batch of scheduled transaction records.
2. Verify the GL account information on the GL Entries tab. This tab displays the general ledger account information, including a description and a list of the Debit and Credit account entries.
   
   
3. Export the general ledger batch into a file that can be used by an external GL accounting system by clicking the Export Batch button (circled in the figure above).
4. In the Effective Date field, modify the Effective Date for the batch, if necessary. Click OK to continue.

5. In theFile Namefield, update the default name, if desired.

   The default name isAptify Batch - <yyyymmdd>. For example, a batch record exported on September 7th, 2016 would have a default name ofAptify Batch-20160907.If you use the default name, and there already is an export from the same day on your computer, the name will have a number appended at the end.

6. In theFile Typefield, select the format of the batch export file. The Batch Export save dialog can save a batch file in two formats: comma separated value (CSV) or tab-delimited. A value of*.csvsets the default to the CSV type. A value of*.txtsets the default to the tab-delimited type.

   Note Concerning Default Export Type

   In the Save As dialog, the default file type is tab delimiter (.txt). However, an administrator can modify this default value by modifying the configurable attribute found on the Batch entity. Below is a description of the attribute:
   
   DefaultExportType:The Batch Export save dialog can save a batch file in two formats: comma separated value (CSV) or tab-delimited. While you can save a particular file in either format, this attribute determines which format is selected by default. A value ofCSVsets the default to the CSV type. A value ofTXTsets the default to the tab-delimited type.  

7. Select theInclude Accounting Period Data in Export Fileoption if you want to include a batch's Accounting Period ID and the Accounting Period Name.

   • If this option is not selected, the accounting period is not included.

     By default, theInclude Accounting Period Data in Export Fileoption is cleared. If you want to have this option selected by default, an administrator can set the Batches entity'sIncludeAccountingPeriodentity attribute from0to1. 

8. Select OKto export the file to the default download folder on your computer. 
   
   

Aptify Desktop Client

1. Open the appropriate general ledger batch record from the Batches service to begin the export process.
   • All of the standard header information including name, general ledger batch type, who started the general ledger batch, who approved the general ledger batch, date started, effective date, and currency type is displayed on this record.
   • Each of the records included in the general ledger batch is displayed in the list on the Orders tab if it is a general ledger batch of orders, on the Payments tab if it is a general ledger batch of payment records, or on the Scheduled Transactions tab if it is a general ledger batch of scheduled transaction records.
2. Verify the GL account information on the GL Entries tab. This tab displays the general ledger account information, including a description and a list of the Debit and Credit account entries.
   
   
3. Export the general ledger batch into a file that can be used by an external GL accounting system by clicking the Export Batch button (circled in the figure above).
4. In the Effective Date dialog box, modify the Effective Date for the batch, if necessary.
5. Select theInclude Accounting Period Data in Export Fileoption if you want to include a batch's Accounting Period ID and the Accounting Period Name.

   • If this option is not selected, the accounting period is not included.

     By default, theInclude Accounting Period Data in Export Fileoption is cleared. If you want to have this option selected by default, an administrator can set the Batches entity'sIncludeAccountingPeriodentity attribute from0to1. 

6. Click OK to continue.

7. In theSave Asdialog box, choose the directory location for the export destination. The name is automatically generated but may be modified for clarity. 

   Note Concerning Default Export Type

   In the Save As dialog, the default file type is tab delimiter (.txt). However, an administrator can modify this default value by modifying the configurable attribute found on the Batch entity. Below is a description of the attribute:
   
   DefaultExportType:The Batch Export save dialog can save a batch file in two formats: comma separated value (CSV) or tab delimited. While you can save a particular file in either format, this attribute determines which format is selected by default. A value ofCSVsets the default to the CSV type. A value ofTXTsets the default to the tab-delimited type.  

8. Select Save. If you selected an existing batch file that already appears in the specified location, choose from the following options when prompted:
   • Yes: Appends the batch information to the current file.
   • No: Overwrites the current file with the batch information.
   • Cancel: Cancels the current export option. 
     
9. After selecting Save, a dialog box displays stating the location and file name of where the General Ledger entries have been written. Click OK to close the message.