IFCS

Main Page

ACCOUNTS

Menu option: Accounts / Export Accounts

This option is used to export a purchases transaction file to the IFCS external system. This interface needs to be customised before use, please contact Catch-e for details.

RealTime

Main Page

ACCOUNTS

Menu option: Accounts / Export Accounts

This option is used to export a sales, purchases, or journal file to the RealTime external accounts system.

Currently available systems for exporting are MYOB and RealTime. Other systems are added as required.

Procedure to Create Export Files

1. Click on the 'New' tab

2. Select Purchases, Sales, or Journals from the select box

3. Review Control Items and Control Total

4. Click 'Create'

5. Click 'Export'

6. Save the txt file generated and import into the external accounts system

7. Click 'Edit'

8. Update the status from 'pending' to 'exported ok'

9. Add any notes if required

The 'create' action above flags the relevant transactions as exported and will not be duplicated in any subsequent 'create' actions.

Copies of exported files can be re-created anytime by using the search icon and selecting the relevant file.

Summarisation of Data

Note that data is summarised by default as follows:

PL Interface: Transactions are grouped by Company number and usually with a detail row per transaction except for Class 'F' (fuel transactions) which are summarised by GL Code. The sort order is supplier id, invoice number, and gl code. Thus a single fuel supplier may result in a PL record of only one or a few rows. The client code and name is stored in the transaction description to assist with reconciliation within the accounting system.

SL Interface: Class 'F' (fuel transactions) are summarised by contract id. Thus each vehicle will have a single row of summarised data for the batch imported.

GL Codes

Record GL Codes that you are going to use in Contract Types, maintenance records, and accounting transactions.

The code cannot be blank or constructed entirely from spaces.

GL Codes records are mostly not used to create system transactions used in your accounting export files. GL Codes can be used on reports of your accounting mappings.

To change the GL Codes being used in your accounting export files, update the codes stored in your Contract Types.

You can use a GL Code recorded here to send the Finance and Insurance payment transactions to specific accounts for nominated suppliers. Example: You want to record Financier payments for 'Angle Auto Finance' and 'St George' separately. Do this by creating the GL Code here and then adding it to the suppliers record in the Suppliers / Account "GL Code" field.

Validations

GL Codes that are entered into the Suppliers / Account "GL Code" field are checked against these records to make sure that they are correct.

Useful Queries

select pm.posting_map_code as contract_type, IF(pcm.category_type = 'accrual','Journal',IF(pcm.category_type IN ('billing','sale'),'Sales','Purchases')) as 'Export Type', proper(pcm.category_type) as 'Category', pc.posting_class_code as 'Class', gst.gst_code as G, pcm.recharge_flag as R, pcm.debit as 'Debit', ifnull(gld.description,'') as 'Debit Description', pcm.credit as 'Credit', ifnull(glc.description,'') as 'Credit Description', IF(pcm.category_type IN ('expense-other','expense-approval'), pcm.r_credit, '') as 'Credit(R)', IF(pcm.category_type IN ('expense-other','expense-approval'), ifnull(glcr.description, ''), '') as 'Credit(R) Description', IF(pcm.category_type IN ('expense-other','expense-approval'), pcm.r_debit, '') as 'Debit(R)', IF(pcm.category_type IN ('expense-other','expense-approval'), ifnull(gldr.description,''), '') as 'Debit(R) Description' from gl_posting_class_maps as pcm inner join gl_posting_maps as pm on pm.posting_map_id = pcm.posting_map_id inner join gl_posting_classes as pc on pc.posting_class_id = pcm.posting_class_id inner join gl_gst_codes as gst on gst.gst_code_id = pcm.gst_code_id left join gl_codes as gld on gld.gl_code = pcm.debit left join gl_codes as glc on glc.gl_code = pcm.credit left join gl_codes as gldr on gldr.gl_code = pcm.r_debit left join gl_codes as glcr on glcr.gl_code = pcm.r_credit order by pm.posting_map_code, pcm.category_type, pc.posting_class_code; 

Create a New GL Code

Qualifiers

• You are creating a gl code for reporting purposes

Process

1. Go to General Ledger / GL Codes

2. Click on New

3. GL code - enter your GL Code

4. Description - enter the GL Code's description

5. Account Type - select the appropriate type from the list

6. Click on Save

Create an Accounting Export Batch

Qualifiers

• You want to create an export batch and file to upload into your accounting software

• You want to prevent posted transactions from being edited

Workflow to Create a New Export Batch

1. Navigate to Accounts / Export / (Select your Accounting System)

2. Click the New button

3. Company - select the company to export for (this may be a display-only default)

4. Type - select the export type from 'Purchases', 'Sales', or 'Journal'

5. Review the calculated control amounts

6. If the amounts are 0, no export can be created. Exit the screen

7. Click the Create button

8. 'OK to proceed?'

9. Click the OK button

10. Click the Export button

11. The export file will generate. Save this file to import into your accounting system

Accounts Export Overview

Create files to export sales, purchases, or journal records to your accounting system. A separate file is created for each kind of record. The files contain summary data of transactions in the system.

Transactions that have been exported are flagged and then excluded from subsequent export files. Transactions that have been exported cannot be edited. Exported transactions can be un-posted unless you are an 'Admin' user. 'Admin' users are warned of this before the un-posting is executed.

If the multi-company feature is being used, transactions will be exported in separate files for each company. Visit the Company page to read more about this feature.

Accounts Export Action and Alerts

Action Buttons

Validations and Alerts

Accounts Export Header and Fields

Filters and Buttons

Section Break - Field Descriptions

• Export ID (Num) - Unique ID of the selected record

• Company (List) - Select the company you want to create the export for. This field is hidden unless you are using the multi-company export feature

• Type (List) - Select the type of export you want to create. This can be Purchases, Sales, or Journals

• Control Invoices (Num) - Display field shows a count of invoices in a proposed export, or the actual total of an existing export. Example: 2 Approvals

• Control Items (Num) - Display field shows a count of items in a proposed export, or the actual total of an existing export. Example: There are 2 Approvals, but there are 7 rows in those approvals

• Control Total (Num) - Display field shows the calculated total of a proposed export, or the actual total of an existing export

• Created (Timestamp) - Display field shows the date and time the export batch was created

• By (Text) - Displays the "Login" of the user who created the export

• Status (Text) - New export records are set with a status of 'pending'. You can update this to 'exported_ok' to note finalised exports

• Notes (Text) - Enter a note

Accounts Export Output Options

Output Options

Screen Reports - Customised reports can be configured to generate from here. Use this to get a custom export file or a 'Plain English' report of your export detail. The required key for these reports is '#export_id#'.

Accounts Export Finance - Principal and Interest

glplexportfinancereportingflag

This control is only applicable when transactions are being created for the payment type 'Finance - Principal and Interest' and you want to export the transactions to the accounting system Xero.

When the Flag is Set to 'no'

• The export file will itemise the classes 'PRI' (Principal) and 'INT' (Interest). The class 'FIN' (Finance) is ignored

• Contract Types / Payments "G" must be set to 'N' for INT, PRI, and FIN for the "Type" 'Finance - Principal And Interest'

• Contracts / Payments - when a 'Finance - Principal And Interest' payment is saved, the GST setting is checked and the record cannot be saved if GST is to be applied to the 'FIN' class

Default value: 'no'

When the Flag is Set to 'yes'

• The export file will only include the 'FIN' class and if configured, will include GST

ACCOUNTS

Menu

Billings Useful Queries

Logo

select ch.channel_code, t.name, tp.* from gb_templates as t inner join gb_template_placeholders as tp on tp.template_id = t.template_id left join fm_channels as ch on ch.channel_id = t.channel_id where t.name in ('pdf_periodic_perlc','pdf_combined','pdf_recharges','pdf_recharges_fuel') and placeholder_value LIKE '%logo%' ORDER BY t.name, ch.channel_code, tp.placeholder_name; 

Header Left

select ch.channel_code, t.name, tp.* from gb_templates as t inner join gb_template_placeholders as tp on tp.template_id = t.template_id and tp.placeholder_name IN ('header_1_2_text','header_1_3_text','header_1_4_text') left join fm_channels as ch on ch.channel_id = t.channel_id where t.name in ('pdf_periodic_perlc','pdf_combined','pdf_recharges','pdf_recharges_fuel') ORDER BY t.name, ch.channel_code, tp.placeholder_name; 

Header Middle

select ch.channel_code, t.name, tp.* from gb_templates as t inner join gb_template_placeholders as tp on tp.template_id = t.template_id and tp.placeholder_name IN ('header_5_3_text') left join fm_channels as ch on ch.channel_id = t.channel_id where t.name in ('pdf_periodic_perlc','pdf_combined','pdf_recharges','pdf_recharges_fuel') ORDER BY t.name, ch.channel_code, tp.placeholder_name; 

Header Headings

select ch.channel_code, t.name, tp.* from gb_templates as t inner join gb_template_placeholders as tp on tp.template_id = t.template_id and tp.placeholder_name IN ('header_7_1_text','header_7_2_text','header_7_4_text','header_7_6_text','header_7_7_text','header_7_8_text','header_7_9_text','header_8_1_text','header_8_2_text','header_8_8_text','header_8_9_text') left join fm_channels as ch on ch.channel_id = t.channel_id where t.name in ('pdf_periodic_perlc','pdf_combined','pdf_recharges','pdf_recharges_fuel') ORDER BY t.name, ch.channel_code, tp.placeholder_name; 

Body

select ch.channel_code, t.name, tp.* from gb_templates as t inner join gb_template_placeholders as tp on tp.template_id = t.template_id and tp.placeholder_name IN ('body_1_2_text') left join fm_channels as ch on ch.channel_id = t.channel_id where t.name in ('pdf_periodic_perlc','pdf_combined','pdf_recharges','pdf_recharges_fuel') ORDER BY t.name, ch.channel_code, tp.placeholder_name; 

Footer Left

select ch.channel_code, t.name, tp.* from gb_templates as t inner join gb_template_placeholders as tp on tp.template_id = t.template_id and tp.placeholder_name IN ('footer_2_1_text','footer_3_1_text') left join fm_channels as ch on ch.channel_id = t.channel_id where t.name in ('pdf_periodic_perlc','pdf_combined','pdf_recharges','pdf_recharges_fuel') ORDER BY t.name, ch.channel_code, tp.placeholder_name; 

Footer Middle

select ch.channel_code, t.name, tp.* from gb_templates as t inner join gb_template_placeholders as tp on tp.template_id = t.template_id and tp.placeholder_name IN ('footer_1_2_text','footer_2_2_text','footer_3_text','footer_3_2_text','footer_4_text') left join fm_channels as ch on ch.channel_id = t.channel_id where t.name in ('pdf_periodic_perlc','pdf_combined','pdf_recharges','pdf_recharges_fuel') ORDER BY t.name, ch.channel_code, tp.placeholder_name;