G/L Balances Export/Import Utilities

The Balances Export/Import Utilities menu, located in General Ledger > Utilities, allows you to choose between four different export/import utilities. Simply place the toggle button next to the utility you wish to run.

Each utility selection option is outlined in detail below:

Monthly Balances Export

This utility will allow you to export a txt file containing Year-to-Date balances up to and including the Fiscal Period entered. All G/L accounts will be exported, including those with zero balances. The accounts will be sorted first by Property ID (if you are in a MP Database) and then by account. Only balances up to and including the current fiscal period can be exported. Future fiscal periods cannot be exported.

1) Specify Fiscal Month/Year

This utility requires that you specify the fiscal month and year for which you would like to export balances (the system will automatically default to the current fiscal month/year). The system will export balances for your entire Chart of Accounts, from the first month in your fiscal year to the fiscal month you specify on the screen below.

2) Specify Location to Create File

In the ‘Directory to Create File’ field, enter the path in which you would like the export file to be created.

3) Run the Export

Press F2 to run the procedure. A message will appear when the procedure is complete. You may then browse to the directory you specified to access the export file.

Sample Export File

Monthly Balances Thru Date Export

This utility will produce a csv file containing Month-to-Date balances up to and including the ‘Thru Date’, for the fiscal period entered. All G/L accounts will be exported, including those with zero balances. Future fiscal periods may also be exported; however, prior periods may not. The first column of this file will also include department codes for each account.

Upon making this selection, the following screen will be the first screen that appears in Multi-Property Databases. This screen will not appear in Single Property databases.

Highlight the property for which you would like to run the export and press F2 to continue, or press ESC key to include all properties in the export. The following screen will appear (this is the first screen to appear for Single Property databases):

1) Specify Category

You may specify a category to appear as a heading in the csv file.

2) Specify Fiscal Month/Year

Enter the fiscal month and year for which you would like to export balances. The system will export month-to-date balances based on the fiscal period you enter.

3) Specify Thru Date

Enter the date thru which balances should be exported.

4) Specify Property ID (Multi-Property databases only)

Enter the Property ID for which you would like to export balances.

5) Specify Location to Create File

In the ‘Directory to Create File’ field, enter the path in which you would like the export file to be created.

6) Run the Export

Press F2 to run the procedure. A message will appear when the procedure is complete. You may then browse to the directory you specified to access the export file.

Please Note: Once these procedures have been run successfully, the system will return a message similar to the one below, notifying you the procedure is complete, and indicating the location and name of the file that was created.

Sample Export File

Consolidation Export

This utility exports GL Account Balances, Budget Accounts and Amounts, Unit Balances, and Month to Date Postings. Once exported, this information is to be loaded into a consolidated database using the Consolidation Import Utility.

Upon making this selection, the following screen will be the first screen that appears in Multi-Property Databases. This screen will not appear in Single Property databases.

The system will display the Property selected from the previous screen, or it will be blank if you chose to include all properties (if applicable). Also shown is the current database from which you are exporting the data, the date of download, and the date on which the export was last run.

1) Specify Location to Create Files

In the ‘Drive/Path of .dat’ field, enter the path in which you would like the export files to be created.

Once you have specified the drive path, press F2 to continue. You will be asked if you wish to proceed; enter ‘Yes’ to proceed; otherwise enter ‘No’. The utility make take a minute or two to process, and once complete, will generate a message similar to the one below:

If you were to browse to the drive path you specified, you would see the following .dat files had been created:

These files should not be modified, as they will be used as the import files for the Consolidation Import utility which should only be run in the Consolidated MP database – usually that of the management company.

Consolidation Import

This utility imports the files created by the Consolidation Export Utility, and should be run only by a consodlidated multi-property database. It is not intended for use by Single Property Databases. Upon making this selection, the following screen will appear:

The current database into which you are importing the files will be displayed, as well as the company name for the database.

1) Specify Location to Create Files

In the ‘Drive/Path of .dat’ field, enter the path in which you will be importing the .dat files created from the Consolidation Export.

Press F2 to proceed, and the following prompt will appear:

Enter ‘Yes’ to continue running the utility; otherwise enter ‘No’. The following screen will appear:

Specify the property for which you wish to import the GL data, then press F2 to continue, and press the Spacebar to proceed. The system will notify you of any errors that may occur during processing. Once the utility has been run, a message will appear notifying you that the process is complete.

If you have further questions, please visit our website www.dphs.com OR contact Data Plus Support.