Balance Export

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).