Export Information Setup - MIP

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The export for MIP creates an export file that is comma delimited.  For the MIP export to work, a definition file is also required (DEF), which maps the fields exported from Property Manager to your MIP general ledger.  This DEF file is provided by you and loaded to Property Manager's document manager.

 

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.

 

Export files can also be created for AP Invoices from the Accounts Payable Detail > General tab using the Load to Accounting task.

How Fields are Populated:

Field 1

Posting Date

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

Field 2

TETRANS_SEGEMNT_Properties

Company Code

Field 3

TETRANS_SEGMENT_Dept/Prog

Branch/Div/Class Code

Field 4

TETRANS_SEGEMENT_GL

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

Field 5

TETRANS_DEBIT

GL Entry Amount if Positive or zero (always positive in file) (Accounting Detail > General Ledger)

Field 6

TETRANS_CREDIT

GL Entry Amount if Negative or zero (always positive in file) (Accounting Detail > General Ledger)

Field 7

TETRANS_DESCRIPTION

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

Example: GLBid=1082 Billing=277

Field 8

SESSIONNUMID

PM + Export Time Stamp

Field 9

TEDOC_DOCNUM

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

Field 10

TETRANS_Fund

Fund Code

Sample File:

How do you get here?

System Administration Accounting Setup Tab Export Information Setup MIP

To complete the MIP Export Information Setup:

  1. Select MIP 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 - Entry in this column populates Column 10 of the export file.

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

  10. Authorize Prior Period - n/a for MIP

  11. Enable Cash Basis - When selected, the GL Export file that is created will only contain Cash Basis GL Entries.  You will still be able to report on accrual basis GL Entries/activity in Property Manager, but they will not be exported to MIP.

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

  13. Use Extended Description - n/a for MIP

  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 MIP

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

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

  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 MIP.

  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 MIP.

  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 MIP.

  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.