Financial - Export Data to General Ledger - Account Transactions

The Account Transactions tab is used for two purposes:

1. Locate accounting transactions for export: locate the accounting transactions that need to be exported to your company's general ledger accounting software.

2. Export account transactions: Create a TSV, CSV, or Microsoft Excel®  file with records representing the accounting transactions located. This is the file that will be used to import the data into your accounting application.

   Definitions must be made in the following three tabs before records can be exported: General Accounts - Setup Currency - Setup

To locate the accounting transactions for export

1. Go to Financial - Export Data to General Ledger - Account Transactions.

2. If required, use one or more of the following search parameters:

   Field	Description
   Branch	Select the branch from the drop-down list. Note the following: All accounting documents related to a travel file are associated with the branch at which the travel file was created except a receipt which is associated with the branch of the user who issued the receipt. All other accounting documents are associated with the branch of the user who issued the document If you do not have the permit Perform accounting actions for all or selected branches, this field is disabled, and initialized with your branch.
   Document	Select the document type from the drop-down list.
   Issue Date	Select the date range for the issue date of the document. To define a specific issue date, select the same date in both the Issue Date and Until fields.
   Value Date	Select the date range for the value date of the document. To define a specific value date, select the same date in both the Value Date and Until fields.
   Account	Select the account type from the drop-down list.
   Account Name	If an account type is selected, select the specific account from the drop-down list.
   Line no. from To	If you only want specific lines in a batch, enter the line numbers to search for.
   Batch in From To:	Account transactions are not created automatically. In order to create account transactions you need to click Refresh. Batch In is a counter that counts the number of times a Refresh had been performed. You may locate a transaction account according to the batch during which the account transaction was created. Note that each click on Refresh generates account transactions, and the Batch In counter is updated. For example, the first time Refresh is clicked, the Batch In counter is 1, the second time Refresh is clicked, the Batch In counter is 2.
   Batch out From To	Every time we create a file to be exported to the general ledger, a Batch Out is formed and the account transaction is exported to the general ledger. Batch Out is a counter that counts the number of times transaction account files had been exported to the general ledger. You may locate an account transaction according to Batch Out, i.e. the batch in which it was exported.
   Reference From To	Enter the range of ref1 numbers to search for. The ref1 number is usually the document reference number.
   Travel File	Enter the travel file number relevant to the accounting transaction.

3. Select one of the following options:

   • Pending for transfer to general ledger to locate only those transactions not yet exported. These transactions will have a Batch out value of 0.  

     Or

   • All account transactions to locate both exported and not exported account transactions.

4. Click Find.

   Accounting transactions matching the search criteria are displayed in the results section.

   Each transaction is displayed with the following fields:

   Column	Description
   Debit	The account that is debited
   Credit	The account that is credited
   Value Date/Issue Date/Travel Date	In this column you can select by clicking on the icon with the three bars () to either display the documents' value date, issue date, or travel date
   Doc/ref/ref2/ref3/ref4	In this column you can select by clicking on the icon with the three bars () to either display the document type (doc), ref number, ref2 number, ref3 number or ref4 number.
   Amount	The amount on the document
   Cur	The document currency
   Amount Obj	The amount in the account currency
   Cur Obj	The account currency
   Amount <System Currency>	The amount in the system currency
   Line no./Batch in/Batch out	In this column you can select one of five options to display, by clicking on the icon with the three bars () to either display the line number/the batch in number, or the batch out number.
   Branch	The branch the document was issued for.
   Details	General details such as name of passenger, invoice details, and more.

In the travel file for a corporate client, the tax invoice (TXI) issued for a transaction fee can be issued to the corporate client, enabling him to claim the VAT amount. This tax invoice is recorded in the accounting transaction with the following three lines: Debit corporate client, credit income account. Debit corporate client, credit VAT output. Debit travel file, credit corporate client. In the Details field of the third accounting transaction entry (between the travel file and the corporate client), a textual note named DCTFLCCL is displayed. This way, the accounting system importing the accounting transactions can recognize the transaction and respond accordingly.

To export an account transaction

1. Locate the account transactions you wish to export as described above.

2. Select the account transactions you wish to export by checking the check-box to the left, or click Select All to select all account transactions.

   To de-select, simply re-check the box, or, to de-select all selections, click Unselect All.

3. Click either Export TSV file, Export CSV file, Export Excel file.

4. Select where the file is to be saved to.

   A Batch Out number is generated, and is registered now by the account transaction.

   If the general ledger account number of a bank account ends with MMYY, when exporting data to the general ledger these characters are replaced with the value date of the financial document for the row which is being exported. If the general ledger account number of a bank account ends with CR, when exporting data to the general ledger these characters are replaced with the currency code of the financial document in the row which is being exported.

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