Total Legal Accounting 3


 

SECTION 6.5.7.1 - GENERAL LEDGER ACCOUNTS ASCII EXPORT

 

USAGE: To export a file detailing, all or a subset, of the information on the General Ledger master-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 T.L.A.

 

The file will always be created in General Ledger code order.

 

DISCUSSION: 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.

 

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.

 

Next you will be presented with a page full of questions. These relate to the exact fields and nature of the proposed export file:

 

 

FILE NAME This field contains the name of the file you wish to create. The default name is #FTLA60.CSV (where # is replaced by the data directory name, eg. C:\TLA3DATA\COMP1\). However, this can be changed to any valid DOS (or UNIX) path name. Be very careful if you enter a name suffixed by DAT, KEY, BAT, EXE or COM as it is possible to overwrite normal files used by T.L.A.. In a DOS environment, it is also possible to choose a name such as PRN or COM1 so that the export will be sent directly to a printer or a communications port. T.L.A. will automatically truncate the name from the first space encountered, so do not leave embedded spaces or leading spaces in the name. T.L.A. will warn you if the file you are about to create already exists.

 

FIELD NAMES Each field available in the master-file may be individually chosen for export. Highlighted fields will be exported. Low-lighted fields will be skipped. To toggle a field from highlight to low-light, move the highlight bar over that filed and press <Enter> or the <Space> bar. You must choose to export at least one field.

 

BALANCE UP TO This is a special field name. Unlike the other fields, if you enable this option, T.L.A. will go back to the ACCOUNT RANGE screen and will ask you to choose a year and period. This screen is similar to the BALANCE SHEET report, see SECTION 6.4.4. The export of this field will be the total from the start of the chosen year to the period limit. This is useful for generating external Profit/Loss and Balance Sheet reports.

 

FIN. COMPARTIVES This is a special function that exports financial comparatives. If you choose this option, in the next screen, you will be asked for a period number. This must be between 1 and 12. T.L.A. will export the last-year period and year-to-date balance for the chosen period, and the this-year period and year-to-date balances as well. This function is similar to the FINANCIAL COMPARISONS report (see SECTION 6.4.5) except that it allows you to manipulate the data in a spreadsheet.

 

There are also function keys available for manipulating FIELD NAMES:

 

<F4> This will return you to the FILE NAME entry.

 

<F5> This will highlight (export) all fields.

 

<F6> This will low-light (skip) all fields.

 

<F8> This will restore the field choices to the state that they were before you entered the program.

 

<F9> This will open a screen that allows you to choose the format of the fields exported. For further details, see APPENDIX B.

 

<F10> When you have finished choosing the fields you wish exported, press <F10> to start the export process.

 

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 master-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, T.L.A. will return you to the GENERAL LEDGER ASCII EXPORT MENU.

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