Balance Export
Use this function to perform exports of the balance and integrate it in a financial reporting software.
Prerequisite
Refer to documentation Implementation
Screen management
Entry screen
Presentation
This function opens a dialog box used to define the parameters to be entered. These parameters can be of two types: accounting parameters defining the data to be extracted and more technical parameters used for extraction.
The accounting parameters are the following:
- First, the choice of company (one company or all companies, remembering that the company can be a legal company or any grouping of financial sites, in order to produce specific reporting print-outs). It should be noted that when the All Companies check box is selected, only legal companies are extracted with one file per legal company.
- The ledger type (manual or automatic) whose amounts are extracted in the ledger keeping currency.
- Then it is defined if the carry-forward, closing and exceptional postings should be included.
- Finally, the processing of control accounts is defined: you can either retrieve the total of debtor/creditor movements for all BPs (i.e. select the first choice Balance of control accounts), or you can retrieve two totals for two distinct accounts (control account followed by D or C as explained above): the total of debtor BP balances for each control account and the total of creditor BP balances for each control account (i.e. select the second option Sum of individual balances). This latter option, proposed by default, is used to process the fiscal statement.
The technical parameters are the following:
- The directory where the extraction files will be created. This directory can be defined by default using the EXPBAL - Balance export parameter (CPT chapter, INF group).
- The coding format of the highlighted characters (by default IBM PC is suggested).
- A Cents flag. If this check box is selected, the amounts are always multiplied by 10 based on the number of decimal places of the currency, in order to avoid results with decimal values.
The setup values submitted by default are the following:
- The Control accounts option used is Balance of individual accounts.
- The set of characters is IBM PC.
- The Cents flag is disabled.
Once these parameters have been defined, the generation of the extraction file(s) is run (depending on whether the All Companies check box is selected or not). the files are named in the format CCCYYYY.bal, CCC being the company code with at least 3 characters, and YYYY the year for the start of the extraction.
When this phase is complete, a log file can be displayed (see the corresponding paragraph).
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Fields
The following fields are present on this tab :
Selection
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If this box is checked, the processing is launched for all the companies (otherwise, they have to be specified). |
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This is the code of the assignment company of the entity. |
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The ledger type (manual or automatic) whose amounts are extracted in the ledger keeping currency. |
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Date from which the records are selected. |
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Date until which the records are selected. This date can only correspond to the end of a period. |
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Destination
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If you select Server to generate the extraction files on network or shared folder, you need to enter or select the server location or Access path. Click on the Selection icon in order to open the list of volumes. In this list, you can select a directory. |
Coding
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When you select this check box, amounts are multiplied by 10 according to the number of decimal places of the currency in order to have a result with no decimal value. This action moves down the decimal point while maintaining hundreds. |
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Error messages
In addition to the generic error messages, the following messages can appear during the entry :
Incorrect date
This message is only displayed if the dates are entered in ranges that correspond to nonexistent periods. It should be noted that any date that falls in the middle of an accounting period is automatically moved without warning to the first day of the corresponding accounting period (for the start date) and to the last day (for the end date). In fact, the extraction is only possible for a given group of full periods. On the other hand there is no constraint on it being in a fiscal year (even for legal tax statements, it will be necessary to place it in the legal fiscal year for the company).
At the end of the extraction, the log file is created within which the number of lines exported for each company as well as an indication of the balance total are reported. It is also possible to find the following warning or error messages:
Fiscal year not closed: DD1/MM1/YYYY1 – DD2/MM2/YYYY2
Carry-forwards can be incorrect.
This message signifies that at least one fiscal year earlier than the extracted fiscal year is open. The carry-forward entries can only be provisional, not calculated (according to the carry forward entries option defined by the FRWGAC - General carry-forward (CPT chapter, FIY group).
Out of balance balance
This signifies that the balance is not in balance. This message signifies that a consistency problem exists in the entries database. It is normally as a result of a specific/custom development that has been incorrectly applied. A re-synchronization of the balance will be necessary to correct the situation..