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.

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