WinHAP Interface to WinGL

Transcription

1 WinHAP Interface to WinGL This document includes Setup and Procedures for Interfacing HAP transactions to General Ledger. Transactions are interfaced to the General Ledger based on the project and transaction codes. Distribution tables are used to assign a HUD account to the transaction code. Each transaction code in each project needs to have a distribution tables assigned. The project setup will pass the GL Account prefix to be used for the HUD Account for the transactions in the project. Page 1 of 11

2 WinHAP WinHAP is available in Encompass from either the Tenant/Applicant Mgt tab or the Financial Mgt tab. Setup Project Database and Prefix From the setup tab of WinHAP, select GL Proj Database/Prefixes. For each project in the drop down, enter the correct accounting database (acc ) and GL Account prefix for the project. The prefix will combine with the transaction distribution account number to complete the full GL Account for the interface. Note: For this setup step the prefix will include the segment separator at the end of the prefix. Page 2 of 11

3 Setup Transaction Distributions At a minimum, for each unique HUD number that will be used, a distribution table needs to be established. The HUD account can also be used in multiple tables if separate descriptions are desired. An example would be if both landlord and tenant payments are currently coded to , but in the future could possibly use two different HUD accounts. Establishing a separate distribution for HAP Payments and UAP Payments, would allow the HUD account to be changed for UAP when/if the account number changes. The distribution table used for the Transaction Code is set when the transaction is created and cannot be changed. The HUD number can be changed for the distribution table prior to interfacing. If UAP payments were to be changed to a new account, and separate distributions were not created, the interface setup would have to be changed and would be effective with the next creation of the transactions. From WinHAP Setup tab, select the Trans Distributions option. Existing distributions will be listed and can be modified, by changing the debit HUD Account number. To create a new distribution, click the F4 New button. Enter a distribution Name, Description, Debit account for 100%, and a Credit account for 100%. Use the Save button after all entries or changes have been made. Distributions will required both a debit and credit (Cash) account, but only the Debit HUD Account will be used. When interfacing, the credit cash account will be based on the bank account that was used to make the payment. Page 3 of 11

4 Setup Bank Account The setup for bank accounts will provide the Credit GL Account number. To verify the GL Account for cash, select Banks / Accounts from the File Menu of Cash Management. Each bank account is required to be linked to a database, in the DB Name column. The Cash Prefix and Cash Acct# will be used for the GL Account for the credit side of the interface entry. Note: For this setup step the prefix will not include the segment separator at the end. Page 4 of 11

5 Assign Transaction Code Distributions For each transaction code in each project, the appropriate distribution needs to be assigned. Select the project from the Which Project drop-down, select one code at a time, select the Transaction Distribution Table from the drop-down, click Save. Continue by selecting another Transaction Code until all codes have a distribution table assigned. Save after each Transaction Distribution Table is selected. If the same codes and distribution tables are to be used by another project, use the Copy button to select the FROM and TO projects, then click Do Copy button. Page 5 of 11

6 Interface Process Create G/L Postings G/L Posting batches will be needed for each bank account that has HAP transactions to be interfaced. Checks and Direct Deposit for each bank will have separate batches created. Highlight the bank account, select Payment Type, and select Month/Year. Existing batches will be displayed, and a message will appear if there is any Un-Posted Activity. If the message appears, click Create F4 button to start. Page 6 of 11

7 By default, the system will suggest the Posting Batch ID, using the year/month/payment type format. The posting period is based on the check date, the starting and ending payments can be left as displayed. The system uses the smallest and largest numbers for the payment type selected. Click Create button at the bottom. Leave the Prefix/Account Defaults to be Project & Bank Account. Click OK. The payments will be processed, and the results will be displayed in the Create GL Transactions window. Page 7 of 11

8 Errors Exist? Must be N in order to Post to GL If errors do exist, use the report button to determine the account number that is not valid. Delete the batch, adjust the Distribution Table to have a valid account, and return to Create G/L Postings to recreate the batch. If no errors exist, click the Post to GL> button. Select SUMMARY for interface totals and click Yes to confirm the creation of the batch. Page 8 of 11

9 By default the system will suggest the data file be saved in the deploy directory. The directory can be changed by selecting another drive from the drop-down, and selecting the appropriate folder on the drive under Directory Name. The filename can also be changed, but it is important the FileName ends in 8.csv for the General Ledger to be able to find the file to import. The filename structure is year, month, type followed by S8.csv. If multiple banks are used, adding separate folders would allow the same name to be used for several banks. Click Create File after making changes. Confirmation Message appears, click OK. The interface report for the batch can be printed by clicking Yes... Page 9 of 11

10 Interface Process Create G/L Journal Entry From the Journal Entry tab of General Ledger, select Add/Change option. When the transaction options are displayed, select Continue Go directly to transaction screen. From the Import Group on the Entry tab, select WinHAP. The default directory will be deploy, but the File drive and directory can be changed if the HAP file was save in another directory. All files in the directory selected, with a filename ending in 8.csv, will be available for Import. One a time, highlight a file, then click IMPORT>> button. Page 10 of 11

11 The Journal Entry will be created with debit and credit accounts from the file. If the expense of HAP is for multiple ledgers, the inter-fund receivable and payable accounts can be added to the transaction by clicking the Due to/from button and selecting the bank account used for the payments. After the inter-fund accounts have been added to the transaction, verify the Posting Period for the Journal Entry and save, using the Save or Save/Print options. Continue to the next file, using the Import winhap option and selecting the next HAP payment filename. Page 11 of 11