HiFinance
5
SECTION
6.5.7.2 - GENERAL LEDGER TRANSACTIONS ASCII EXPORT
USAGE: To export a file detailing,
all or a subset, of the information on the General Ledger transaction-file.
This export file can then be used as input to other programs, such as
Spreadsheets, Databases and Word-processors. This gives you the flexibility to
format reports, etc. in ways not otherwise available in HiFinance.
DISCUSSION: Initially you will be asked
to choose the order you wish to export the file in. The screen will be
displayed as follows:
If you are exporting to a spreadsheet or database,
the order is generally irrelevant because it is faster to resort the file
within the receiving program. If, however, you intend to limit the export to a
range of accounts, etc. it is most efficient to have HiFinance search the file
by the same key you are limiting. Eg if you intend to limit the export to a
range of dates, it is most efficient to also export in date order.
When the program is selected, the screen will clear
and you will be asked the following series of questions:
ACCOUNT RANGE If you wish to limit the report to a range of accounts, enter the
upper and lower limits here. The report will only export accounts within that
range, inclusive. If you wish to export all accounts, bypass these fields.
DATE RANGE If you wish to limit the report to a range of transaction dates, enter
the upper and lower limits here. The report will only export accounts within
that range, inclusive. If you wish to export all dates, bypass these fields.
VALUE RANGE If you wish to limit the report to a range of transaction values,
enter the upper and lower limits here. The report will only export accounts
within that range, inclusive. If you wish to export all values, bypass these
fields.
AUDIT NUMBER RANGE If you wish to limit the report to a range of transaction audit
numbers, enter the upper and lower limits here. The report will only export
accounts within that range, inclusive. If you wish to export all audit numbers,
bypass these fields.
INCLUDE ALL TRANSACTION
TYPES If you wish to limit the report to
one or more transaction types, enter N here. You will then be
presented with a complete list of the available transaction types available in
HiFinance. Choose which ones you wish exported by entering a Y next to the type. If you wish to export all transaction types, enter N, instead.
At each point when answering the above questions,
you can press <ESC> and the program will reset
and return you to the GENERAL LEDGER
ASCII EXPORT MENU.
Extra Function to limit the report to just
one site (KEYCOMP only).
For selected implementations, the last 3 digits of
the General Ledger code signifies a site number. If you have this
implementation, you will be asked:
LIMIT REPORT TO
WHICH SITE? [___] (ZERO => ALL)
If you leave the field as zero, the export will be
the same as normal. If you enter a value here, the export will only be for that
site.
Next you will be asked for the export file name and
options. A full explanation of the fields may be found in FORMATTING ASCII
EXPORT FIELDS (see SECTION B). If you are using
the export function for the first time, you are strongly encouraged to view
this section of the manual. To end this page, press <F10> or <Enter> past the last option. You
will next be presented the following screen:
This screen relates to the exact fields you wish to
export. The top of this screen displays the file name you will be exporting, as
a reminder. The centre portion of the screen displays the short name of each
field available for export. Next to this is a longer, more descriptive name
(which can be exported instead of the short-name). On the right-hand-side is
either a Y or N. If the field has a Y, the field will be included
in the export. If the field has an N, the field will not be
exported. You must choose at least one field to export. You may use the cursor
keys to view all fields, as you would in search screens. You can change the INCLUDE column by moving the highlight bar to the relevant
field and entering a Y or N (or + or -). The bottom of the screen displays the number of fields you have
chosen and the total possible number of fields.
There are also function keys available for
manipulating FIELD NAMES:
<F1> This will only be available is the current field is
not being exported. Pressing <F1> will change INCL status to Y.
<F2> This will only be available is the current field is
being exported. Pressing <F2> will change INCL status to N.
<F4> This will return you to the FILE NAME and OPTIONS entry screen.
<F5> This will only be available if at least one of the
fields has been excluded from the export. Pressing this key will change all
fields to Y.
<F6> This will only be available if at least one of the
fields has been included in the export. Pressing this key will change all
fields to N.
<F8> This will restore the field choices to the state
that they were before you entered the program.
<F10> When you have finished choosing the fields you wish
exported, press <F10> to start the export
process. This option will not be available unless at least one field has been
chosen for export.
When you have entered all the above information,
press <F10> and you will be asked START FILE CREATION? If you answer N, the
program will reset and return you to the GENERAL
LEDGER ASCII EXPORT MENU. If you enter Y, the screen will clear and
the General Ledger transaction-file will be read in. During this time the
computer will be selecting account records according to the selection criteria
you have just entered will start writing the selected fields to the export
file.
Like other reports, it is possible to stop the
export of the ASCII file by pressing <ESC>. However, the ASCII file
will have been created up to the point where you stopped it.
When the report has completed, HiFinance will return
you to the GENERAL LEDGER ASCII EXPORT
MENU.
