Reports>Financial>Export to Financial System
Exporting financial information is a 3 step process, which creates batches of information that can be exported out of the system in .txt format.
Step 1 – Mark OPEN items as closed
Step 2 – Mark Closed items as Ready to Export
Step 3 – Export items marked Ready to Export
All of the steps are done using the same Export form, but each step is a different Transaction Type.
Select Event – Select an event from the drop down. This drop down will default to –All—if no event was selected on the Events screen.
Select Operator – This will narrow the search results for this batch to payments and invoices created by a single operator.
Transaction Type – Options are Open, Closed, Ready to Export, Exported.
Transaction Date – To narrow the results to a specific timeframe, either type a date into the start and end date (mm/dd/yyyy format) or click into the box and choose a date from the calendar tool
Output Format – HTML, Excel (HTML is used for processing the data, Excel is used mainly for printing or reporting purposes)
Step 1 – Mark OPEN items as closed
The first step is to close open items. Select the Transaction Type OPEN from the drop down, along with any other criteria that you are looking for. The Output Format must be HTML in order to process the transactions. Once you click SEARCH the system will find all the transactions (payments and invoices) that match your criteria. This can take up to several minutes if there is a large quantity of transactions.
This example shows all the OPEN transactions for ABC Show that were entered by user ‘a2ztech’ on 02/08/2016.
To mark the transactions as CLOSED, either click the Select All check box at the top of each list set (Invoices, and Payments) OR click the individual transactions to select them. Once you have selected the appropriate transactions click the MARK AS CLOSED button. This will mark all the selected transactions as closed. Once closed the invoices and payments selected can no longer be edited.
Step 2 – Mark Closed items as Ready to Export
Closed Items must be marked as Ready to Export before they can be exported out of Global Admin. Select CLOSED from the Transaction Type drop down and then select any other criteria as needed. The Output Format must be HTML in order to mark closed items as ready to export. When you click SEARCH the system will find all the transactions (invoices and payments) that match your criteria. This may take up to several minutes if there is a large quantity of transactions.
This example shows all the CLOSED transactions for ABC Show that were entered by user ‘a2ztech’ on 02/08/2016.
To mark the transactions as Ready to Export either click the Select All check box at the top of each list set (Invoices, and Payments) OR click the individual transactions to select them. Once you have selected the appropriate transactions click the MARK AS READY TO EXPORT button. These transactions will now be available for Step 3.
Note – To reopen a closed transaction, select it from the list, and click MARK AS OPEN.
Step 3 – Export items marked Ready to Export
Select the Transaction Type READY TO EXPORT from the drop down, along with any other criteria as needed, and click SEARCH. This will return all items that have been marked as Ready to Export that match your criteria. This may take up to several minutes if there is a large quantity of transactions.
This example shows all the transactions marked READY TO EXPORT for ABC Show that were entered by user ‘a2ztech’ on 02/08/2016.
Click EXPORT to create the TXT file that can be imported into your financial system.
Report all Exported items
Once transactions have been exported, you can create reports using Transaction Type EXPORTED. Use Output Format EXCEL to create a report of all exported items that match your selected criteria.
Tips
Before you Export:
- Check for Unallocated Funds
- Process your invoices