Account Extract
Purpose
The Account Extract function allows selection and output of a range of General Ledger
Accounts and balances over a selected financial period and for a specific Ledger Type.
Configuration option GLEXPORTVERS determines file layout.
Procedure
The Account Extract is a standard function program. The user will enter selection criteria and
specify the path and name of the file to be extracted. Once the file is extracted the user is able
to open the | delimited field into Excel. Config GLEXPORTVERS=1 and default file version
outputs a date for each row as the first day of the period. If the config GLEXPORTVERS=2
the output file replaces the date column with a year and period column.
Search
Select the Search option from the ring menu to enter file extract selection criteria. The user
may select ranges of GL accounts as defined in by the GL shape, year and periods for the data
history and ledger types.
Report
Select the Report option from the ring menu to print the report after selection criteria has
been input. The report will outline all data to be extracted. To view an example of the report,
click here
Output
Select the Output option from the ring menu to output the details to a pipe "|" delimited file
after selection criteria has been input and report checked. The path and file name for the
extract must be entered by the user and press Enter for the extract file to be created.
Screens
Page 1
Screen: gl_xtract
ACCOUNT EXTRACT - Screen: gl_xtract
FIELD
TYPE
USAGE
Function
INPUT The Function column displays the functions for each section of the account shape.
From Source
Account Value
INPUT The From Source Account Value column is used to determine from which GL account the extract
will start. It is possible to select any part of the code to report on.
To Source
Account Value
INPUT The To Source Account Value column is used to determine at which GL account the extract will
end. It is possible to select any part of the code to report on.
Select History
From Year
INPUT The Select History From Year field is used to enter the year which will be sourced to extract
information from for the selected GL accounts.
Select History
From Period
INPUT The Select History From Period field is used to enter the first period which will be sourced to
extract information from for the selected GL accounts.
Select History To INPUT The Select History To Period field is used to enter the last period which will be sourced to extract
Period
information from for the selected GL accounts.
Ledger Type
INPUT The Ledger Type field is used to enter the ledger that is to be sourced for the extract. Ledgers are
maintained by the Ledger Type program. The Zoom option is available to select from all valid
ledgers.
Select Only Open INPUT The Select Only Open Accounts check box is used to indicate if only open accounts will be
Accounts
extracted. If this box is ticked the extract will select only accounts that are open..
Include Zero
Balances
Page 2
INPUT The Include Zero Balances check box is used to indicate if accounts that have zero movement
and balance will be extracted. If this box is ticked the extract will include accounts that have had
zero movement..
Screen
Screen: gl_xtractfile
DATA EXTRACT - Screen: gl_xtractfile
FIELD
TYPE
Filename
INPUT
USAGE
The Filename field specifies the path and name of extract file. Ensure that the pathname is valid.
EXTRACT FILE FORMAT
FIELD
TYPE
NOTES
Journal Number
CHARACTER
Value extracted is 0
Ledger
CHARACTER
Ledger Type value selected in selection criteria.
Date
DATE
Period start date if config GLEXPORTVERS=1 or period number if GLEXPORTVERS=2
Description
CHARACTER
Text description outlining extract year and period. Maximum size 30 characters.
Type
CHARACTER
This field will be NRM for Normal.
GL Account
CHARACTER
General Ledger Account code.
Detail Description CHARACTER
Amount
General Ledger Account description
DECIMAL(16,2) General Ledger Account amount +ve or -ve i.e.: 300.00 or -500.00
Error Messages
Refer to Appendix D - Standard Error Messages
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