Export Information Setup - eFinancials

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The export for eFinancials (AMSI) creates an export file that is comma delimited.  When a GL Entry is processed, an export file is created and saved to a location specified in the export setup.  Once the export file is created, the GL Entries are marked as processed in Property Manager.  You will need to make sure that these export files are then imported into your accounting application/general ledger.

 

Property Manager also supports an interface to eFinancials for loading Vendor AP Invoices.  The file format for the Vendor AP Invoices is SDF (Standard Data Format).  This is an ASCII text file in which records have a fixed length and end with a carriage return and line feed. Fields are not delimited.

How Fields are Populated:

Field 1

Entity ID

Company Code

Field 2

 

Blank

Field 3

Transaction Type

JE (hardcoded)

Field 4

Transaction Date

GL Report Date of GL Batch processed (Accounting Detail > General Ledger)

Field 5

Journal / Check Number

GL Batch ID of GL Batch processed (Accounting Detail > General Ledger)

Field 6

Transaction Line Description

Concatenation of Source (PM=####), GL Batch ID (GLBid-####) and GL Batch Description (i.e. - Billing, Payment,Chargeback,Adjustment,etc.)

Example: PM=1082 GLBid=1082 Billing=277

Field 7

GL Account

GL Account Number (GL Account Setup) as appended to below

Field 8

 

Blank

Field 9

 

Blank

Field 10

Signed Amount

Debit or Credit Amount  (Accounting Detail > General Ledger)

Field 11

 

Blank

Field 12

Posting Period (yyyymm)

From GL Report Date of GL Batch processed (Accounting Detail > General Ledger)

Field 13

Batch Period (yyyymm)

From GL Report Date of GL Batch processed (Accounting Detail > General Ledger)

Field 14

Reversal Flag

Blank

Field 15

CR LF

Blank

Sample File:

How do you get here?

System Administration Accounting Setup Tab Export Information Setup eFinancials

To complete the eFinancials Export Information Setup:

  1. Select eFinancials as the GL Export Type

  2. Description - Enter a description of the community export entity.  This defaults to the Community Name

  3. Sort Order - If you wish to sort these Export definitions in an order other than by community name, enter the sort order here.  Otherwise, leave this field blank.

  4. Company Code - This field represents the community's Entity ID.

  5. Branch/Div/Class Code - If your Account Numbers are made up of more than one segment and that segment is the same for all GL Accounts for a given community, then instead of creating different GL Accounts for all communities you can create one standard chart of accounts and have this segment appended to the GL Account on export to the general ledger.

  6. Building Class Code Default - if you have selected the parameter below to "Use Building Class Code", the entry here will be the default used for a community's building when that building has not had a Class Code assigned to it at the Community Detail > Facilities tab using the Add Building or Modify Building tasks.

  7. Pick Class Code From drop down list - select for the Class Code to come from either the “Branch/Div/Class Code” field on the System Administration > Accounting Setup - Export Information Setup tab (Use Class Code), from the Class Code field on the Community Detail > Program Info tab (Funding Program Group), or from the Class Code field on the Community Detail > Facilities tab (Building Class Code).  The Class Code can only be defined to come from one of these locations and not more than one.

  8. Fund - n/a for eFinancials

  9. Chart of Accounts - Select the GL Chart to be used for this community

  10. Authorize Prior Period - n/a for eFinancials

  11. Enable Cash Basis - n/a for eFinancials

  12. AR Suffix Customer & AR Account Root  - n/a for eFinancials

  13. Use Extended Description - n/a for eFinancials

  14. Summary Posting Indicator - Select if you want your GL Entries to default to summarized by account number when they are processed to your general ledger.

  15. Nightly Auto Post - n/a for eFinancials

  16. Auto-Post Prior Periods - n/a for eFinancials

  17. Tenant Payable Interface (Utility Reimbursements, MO Accounting, Sec Dep Interest, HH Accounting, Receivable Offset Indicator) - n/a for eFinancials

  18. Centralized Cash Account - If you use a centralized cash account for all communities, entry in these two fields are required:

  19. Fiscal Year End (Month) - Select the month that this community's fiscal year end ends on.  Property Manager supports having different fiscal year ends for your communities.

  20. Fiscal Date Year End - Select this if you have defined a fiscal year end month.

  21. Cutoff Day - the day of the month to cutoff the reporting month.  For example, if the cutoff day is set to the 25th, GL Entries created on 10/26/08 will have a GL Report Date of 11/01/08.

  22. Export URL - n/a for eFinancials.

  23. Export File Name - Enter the path and file name (including an extension, such as ".txt") for this community.  The export file will not be created if the file does not have an extension in the name.

  24. Export User Name & Export Password - n/a for eFinancials.

  25. Unit number suffix - Select to append the unit number to end of the account number when processing GL Entries to your general ledger.

  26. Export Class Code to Department - when selected the Branch/Div/Class Code is will be used for a Department Number.  - n/a for eFinancials.

  27. Branch/Segment Prefix Code - if checked, the Branch/Div/Class Code is put at the front of the Root Account Number (main segment) when processing entries to your general ledger.

  28. Prefix Delimiter - enter the delimiter (i.e. a dash "-") to be used between the Class Code and the GL Account Number.

  29. Prefix Constant - Use this field instead of the Branch/Div/Class Code field when the Branch/Div/Class Code needs to be used as the Suffix to the GL Account Number or as a department.  Include the delimiter in this field.

  30. Branch/Segment Suffix Code – if checked, the Branch/Div/Class Code is put at the end of the Root Account Number when processing entries to your general ledger

  31. Suffix Delimiter - enter the delimiter (i.e. a dash "-") to be used between the GL Account Number and the Class Code.

  32. Suffix Constant - Use this field instead of the Branch/Div/Class Code field when the Branch/Div/Class Code needs to be used as the Prefix to the GL Account Number or as a department.

  33. Journal Code Override - Entry in this field will override the Journal Code entered at System Administration > Maintain Lookup Tables – Business Constants or Payment Batch Types.  This allows you to define a different Journal Code for community’s Export Information Setup.

  34. Prefixes - Work Order & Inspection - Enter a custom Work Order and/or Inspection Prefix for the selected community, management company or maintenance company.  Entries here override the entries on the System Administration > Maintain Lookup Tables – Business Constants for prefix to be used when Work Orders are created at Work Detail > New Work Order and Inspections are created at Maintenance Detail > General Information with the Create New Inspection task.

  35. Update Timestamp & Update User - the date and time the export info for the highlighted Export Entity's Export Details was updated plus the user's name who made the changes.

  36. Be sure to click Save once you are finished making changes to the highlighted Export Entity's Export Details.