Circulation’s GL Interface Journal can be used to enter Circulation GL transactions manually into the general ledger system. However, some sites prefer to interface GL information automatically, via an ASCII file. This option, Export GL, exports GL transactions to a file in the /dti/exchange/cm directory. This file contains information from all programs that interface to the GL, including Account Billing Close, Subscriber Payment Processing, and Unearned Revenue. Information is appended, not written over; therefore, when you read this file into your general ledger system you should remove it from /dti/exchange/cm. See Appendix B for the file format.
Transactions can be exported by Export GL as often as you wish, and for any date range. Once transactions are exported, the records are marked as posted in Circulation, so that they will not be exported again. A Business Rule— Should general ledger transactions with a zero amount be exported? (General section) determines whether GL transactions that have zero amounts are exported.
Export GL is located on the Fiscal Close - GL menu. The GL Interface Journal and Audit GL Journal are also duplicated here for convenience.
Select Export GL from the Fiscal Close - GL menu to display the Export GL window.
Click Add and complete the following fields.
EXPORT TYPE
predefined
Indicate whether GL transactions should be exported for a batch or a date range.
UPDATE
yes/no
If this checkbox is selected (the default), then GL transactions are updated with “Posted = yes” and “PostedDate = today”. If you run Export GL with this checkbox unselected, GL transactions will not be updated. Field security determines who has access to this checkbox.
UNPOSTED ONLY
yes/no
If Update is selected, this checkbox is automatically selected and skipped.
BATCH NUMBER
setup
If exporting transactions for a batch, enter the GL batch number here. Note that this is the number of the GL batch, not the name of a batch entered by a user.
COMPANY
setup
Enter a company or “*” to multi-select.
JOURNAL
predefined
If exporting transactions for a date range, enter the journal code (type of transaction) to export, or enter “*” to export all journal codes. Press F2 for a lookup of all available journal codes.
START DATE, END DATE
date
If exporting transactions for a date range, enter the start and end date of the period that should be exported.
SUMMARIZE
yes/no
Select this checkbox if you want to produce a summary version of the GL Export. This creates an export file of the total debit and credit entries per GL account for the defined period.
BY DATE
yes/no
Select this checkbox to sort GL records by GL company ID, journal code, GL transaction date, and GL account ID.
FILE FORMAT
setup
Specify the file map to use for this export. The standard format is “GLExport” (which has a File Map usage that is also named “GLExport”). Note: In order for the file-mapped format to be used, the Business Rule, Which file format should be used for the general ledger export?, must be set to “DTI Standard.”
FILE NAME
open (12)
Enter the file name the GL transactions should be exported to the /dti/exchange/cm directory. The default file name is cmgltran.d
Click OK and then Continue to export the general ledger transactions.