At the Find Accounting Export Batch screen

• Click on the New toolbar icon at the top of the screen. This opens the Accounting Export Batch window, where you will create the new batch.
• In the Batch Date field, choose the date you want to use as the starting point for the batch. 
  • The Batch Date field will default to yesterday's date, but you can change it to whichever date you want. 
• To the right of the Batch Date field, you will see a grayed-out field: 
  • Batch Status. 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.
• Once you have chosen a date in the Batch Date field, 
  • Click on the Select Transactions button at the left side of the Accounting Export Batch window. 
  • This opens the Accounting Export Selection window. 
  • Within this window, you select the desired date range for the batch, and you determine if you want the batch to include transactions from all of your stores, or if you would rather specify one store in particular.
• In the Start Date for POS transactions field
  •  Choose the date you want to use as the starting point for this batch. The date you already selected in the Batch Date field from the Accounting Export Batch window will appear. You probably won't want to change this but if you do, key in the new date.
• In the End Date for POS transactions field
  • Choose the date you want to use as the ending point for this batch. This, too, will default to the date you selected back in the Batch Date field. 
    • If you wish to run the batch just for one day, you would leave this (for example, 7/17/17 to 7/17/17). 
    • But if you want to run the batch for more than one day, choose a new end date here (example: 7/17/17 in the Start Date field; 7/24/17 in the End Date field).
• The Select transactions from all stores checkbox will determine whether the batch will contain transactions from all of your stores.
  • If you want it to, be sure that the checkbox here is checked. 
  • If checked, the Select transactions from Store field to the right will be grayed out, as it is not relevant.
• If you only want to run the batch for a select store
  • Uncheck the Select transactions from all stores box. 
  • This will activate the Select transactions from Store field. Within that field, select the store you wish to run the batch for.
• Once all of this is established, it is time to run the batch.  
  • Click on the Select transactions tab at the lower left of the Accounting Export Selection window. 
  • The system will display a series of message boxes, updating you on what it is doing, and then a Totals box will display the total dollar amounts and other totals figures for the transactions within the batch. 
  • Then, you will be taken back to the Accounting Export Batch window, and 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, services, tax codes, or tenders 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.
• 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, service, tender, and tax code included in this G/L batch will be tagged with the Batch ID number. 
  • You can then use the Batch ID as a search criterion when looking at sales in the Find Sale program. 
  • If you select a Batch ID of 1 in the Find Sale search program, for example, every item sold in that batch will display in the grid at the bottom of the Find Sale screen. 
  • Batch IDs are unique throughout all of the G/L Exports.
• Take note of the 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. So, for example, if you sold 10 products with a G/L Code of FF, at $10.00 apiece, the Transaction$ would be $100.00. 
  • Keep in mind, this list in the Accounting Export Batch window is organized by G/L Code, not product. 
  • Each individual G/L Code included in the batch displays on the list. There may have been 1,000 separate sales within one G/L Code--but this will be represented as one row--since it represents only one G/L Code. 
  • The Transactions $ will reflect the total dollar amount of the products sold under that G/L Code.
• 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.
  • The 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 POS Transaction Summary and exported it. 
• You can do this process on any set schedule of your choosing.
• If you need to select an existing G/L batch go back to 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.