Export Information Setup - MRI Export

The export for MRI Export creates an export file that is in Excel format or comma delimited, depending on the extension you give the file name (see #6 below).  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.

How Fields are Populated:

Sample File:

How do you get here?

System Administration Accounting Setup Tab Export Information Setup MRI Export

To complete the MRI Export Information Setup:

1. Select MRI Export 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 that is setup in MRI.

   • Company Code can be set to "use class", which will cause the Company Code column in the export file to populate with the class code defined in Step 7 below.

5. Branch/Div/Class Code - Use this field or the Prefix Constant below to enter each community’s Ledger Code

   • See #s 27 & 30 below on how to append this code as a prefix or suffix to the main GL Account number.

   • You have the option of specifying which accounts in GL Account Setup will have this code appended to the Account Number.  In other words, you can have some accounts append this code and others that do not.  See System Administration > Accounting Setup > GL Account Setup.

6. Building Class Code Default - enter the default class codes to use for your buildings.  GL Accounts will have this appended to them on export to the general ledger.

   • Class Codes can be defined individually at Community Detail > Facilities using the Modify Building task.

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 MRI Export

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

10. Authorize Prior Period - n/a for MRI Export.

11. Enable Cash Basis - when selected, Cash Basis GL Entries will be created in addition to Accrual Basis GL Entries.

    • An A will append to the front of the GL Batch ID in the Reference (REF) field for Accrual Basis GL Entries and a C will append for Cash Basis GL Entries.

12. Use Extended Description - n/a for MRI Export.

13. 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.

    • This is only the default, this indicator can be changed when processing individual GL Entries (Accounting Detail > General Ledger).

14. Nightly Auto Post - when selected, all pending GL Entries will be processed over to the general ledger as part of the nightly process.

    • To have Accounts Payable Invoices exported each night, contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance.

15. Auto-Post Prior Periods - n/a for MRI Export.

16. Tenant Payable Interface - select each to have the refund credit tasks for Utility Reimbursements, MO Accounting, Sec Dep Interest and/or HH Accounting create accounts payable invoices directly to your accounts payable system. In the Last Vendor ID field, enter the highest vendor ID that has been assigned in the MRI system. Going forward, Bostonpost will assign new Vendor IDs as needed, increasing them incrementally from the value entered here.

    • This allows you to enable this feature for Utility Reimbursements refunds (Accounting Detail > Disbursement tab - Refund Utility Reimbursements); Moveout Accounting refunds (Household Detail > Accounting > Deposits tab - Household Moveout Accounting Activity or Occupancy & Compliance Detail > Manage Vacancies tab - Post Moveout Activity); Security Deposit Interest refunds or for refunds of other credits from the Household Detail > Accounting > Receivables tab (Refund Selected Receivable).  By selecting one or more of these parameters you can enable the tenant payable interface for one or more of these activities, and leave it disabled for the others.

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

    • Centralized Cash GL Account Root - enter the root of the cash account in your general ledger (main segment).

    • Centralized Cash GL Account - enter the full account number for the cash account in your general ledger (all segments, including the Segment/Department/Branch ID that is appended to the account number).

    • The purpose behind the centralized cash account in Property Manager is to facilitate the accounting when payment batches are recorded for more than one community at a time.  For example, a payment batch is recorded for 10 communities.  With a centralized cash account, there will be only one debit to cash, instead of 10 debits.  Having one debit instead of ten, will make reconciling your bank account easier with each debit to cash representing a whole deposit.

18. 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.

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

20. 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.

    • As soon as the Event is created, the Event and its GL Entries will have a GL Report Date based on the Cutoff Day entered here.

    • If the Cutoff Day is changed while GL Entries are still pending, then the GL Report Date for those GL Entries will be updated based on the new Cutoff Day.  With the above example, the Cutoff Day is changed to the 27th, the Pending GL Entry will now have a GL Report Date of 10/26/08.

    • Once a GL Entry is processed to your accounting application, the GL Report Date is set and changing the Cutoff Day in Property Manager will not change the GL Report Date of Processed GL Entries.

    • When processing GL Entries from Accounting Detail > General Ledger using the Process Selected Batches task, the user will have the option to change the GL Report Date and override the Cutoff Day set here (i.e. - the ability to process GL Entries into a prior period instead of into the Report Month specified by this Cutoff Day.

21. Export URL - field is filled out by Bostonpost Technology

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

    • If you use the xls extension, the export file created will be in Excel format and can be opened directly from Excel.  If you use any other extension (i.e. - txt), the file will be created as a comma delimited text file.

23. Server Name - enter the server where the MRI database resides.

24. Export User Name and Export Password - fields will be filled out by Bostonpost Technology.

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

    • This entry is overridden by setup for specific GL Account numbers in GL Account Setup.  Instead of selecting this option for the entire community, under GL Account Setup, you only select it for specific GL Accounts.

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

    • When this is selected, but the Branch/Division Class Code field is blank/null, the Department Number column in the export will not be populated (i.e. - a Null Department Number is exported).

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.

    • I.e. - becomes the first segment of the account number.

    • If there are no entries in the Branch/Division Class Code field above, then the Funding Group Class Code or Building Group Class Code will be appended.

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

    • I.e. - becomes the second (or last) segment of the account number.

    • If there are no entries in the Branch/Division Class Code field above, then the Funding Group Class Code or Building Group Class Code will be appended.

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.  Include the delimiter in this field.

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.