The Imported Sale Transaction Summary is where you run a G/L Export for transactions that have not already been posted during the time period you select. These transactions are summarized by G/L Ledger Code.
To access the Imported Sale Transaction Summary
Go To:
Modules > Accounting Exports > Imported Sale Transaction Summary
- This will open the Find Imported Sales Export Batch screen.
- Here you can find an existing batch to export, or you can create a new batch.
- More often than not, you will create a new batch to export.
Note: A G/L export batch for the Imported Sale Transaction Summary is nothing more than a set of transactions, broken down by G/L Codes for products, services, tenders, and tax codes, grouped together. They are grouped together by a date range, and, if desired, by store.
To create a New batch:
- Click on the New button in the Task Bar
- This opens the Accounting Export Batch window, where you will create the new batch.
- Batch Date: Choose the date you want to use as the starting point for the batch.
-
Batch Status: will be grayed-out
- This is informational and cannot be changed.
- It lets you know whether the batch you are currently working on is editable, verified, or already exported.
- Click on the Select Transactions button
- This opens the Accounting Export Selection window.
- In From and Through: Select the desired date range for the batch
- The date you already selected in the Batch Date field from the Accounting Export Batch window will appear.
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Select Transaction from All Stores:
- Checked = Yes
- Unchecked = No
- The Select Transaction from Store field is now accessible
- Click on the Binoculars
- Double Click on desired store
- Click on the Select transactions button
- The system will display a series of message boxes, updating you on what it's doing
- When complete a Totals box will display the total dollar amounts and other totals figures for the transactions/onhand adjustments within the batch.
- Then, you are taken back to the Accounting Export Batch window
- The table at the bottom portion of the screen will be filled in with specific batch information.
- All of the different G/L Codes included in the batch will appear as their own line item.
- Products that did not have G/L Codes attached to them will display as "Unassigned."
- If there is a General Ledger Store Code, that will appear under the second column.
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Batch ID: is the batch number assigned to this batch.
- This is system-generated, and it begins with #1. This number is significant.
- Every product included in this G/L batch will be tagged with the Batch ID number.
- Batch IDs are unique throughout all of the G/L Exports.
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Transaction $ column: This is shown for each G/L Code (row) in the list, and is a total dollar amount for the G/L Code in this batch.
- e.g. if 10 products with a G/L Code of FF had onhand adjustments, the Transaction$ amount would be the combined dollar amount for all 10 onhand adjustments.
Accounting Export Batch Window.
Now that you know how to create a batch, please take notice of a couple of informational fields in the upper portion of the Accounting Export Batch window.
Created by field is system-generated and informational. It cannot be changed. It simply lists the logged-in user's name who created the batch. The field to the right of it lists the date and time the batch was created.
Last exported by is also system-generated. It lists the logged-in user's name who last exported the batch to an external accounting system.
The field to the right lists the date and time the batch was last exported.
The Version fills in automatically. The first time the batch is exported, the Version is 1. If it's exported a second time, the Version is 2, and so on.
Prior to exporting the batch, be sure which file format you plan to use. In the Export File format field, click on the down arrow at the right of it and choose either: .csv or Quick Books.
Once that has been done, simply click on the Create Export file tab.
The standard Windows Save dialogue box appears, and you can rename the file and then save it to the appropriate place on your PC.
Once that is done, a message displays letting you know the file has been exported successfully. Notice, too, the Last exported by field has been automatically filled in, along with the date and time and Version to the right of it.
You are done!
You have created a G/L batch for the Imported Sales Transaction Summary and exported it. You can do this process on any set schedule of your choosing.
Note: If you need to select an existing G/L batch (perhaps you need to review the information again or run the export again for some reason), back at the Find Accounting Export Batch window, use standard Find techniques to select the G/L batch you wish to access. When the batch appears in the grid at the bottom of the Find screen, highlight it and click on the Properties toolbar button, or simply double-click on it. This will take you to the Accounting Export Batch window, from where you can do what you need.