General Ledger Export to CLIME GL-1047

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1 General Ledger Export to CLIME GL-1047 Overview This Extended Solution to the standard MAS 90 MAS 200 General Ledger module exports General Ledger account actual and budget data to another software, CLIME. Period-to-date or Year-to-date data for actual and/or budget data from multiple companies can be exported. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options 2005 Sage Software, Inc. All rights reserved. GL-1047 (Revised 01/06) Page 1

2 Setup Upon completion of software installation, you will need to access Extended Solutions Setup from the General Ledger Setup menu. Select this part number, and the Setup screen for this Extended Solution will appear (Figure 1). Check the Enable Extended Solution box to activate this Extended Solution. The manual for this Extended Solution can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation A General Ledger Export to CLIME utility will be added to the GL Setup menu. From there, you will be able to enter in the selection parameters and save the selection as a group, which can be recalled later (Figure 2) Sage Software, Inc. All rights reserved. GL-1047 (Revised 01/06) Page 2

Figure 2 Export Selection Enter the following information: GROUP CODE: Enter an existing group code to recall previous selection parameters, or enter a new group code.

3 Figure 2 Export Selection Enter the following information: GROUP CODE: Enter an existing group code to recall previous selection parameters, or enter a new group code. DESCRIPTION: Enter a 30-character description of the group. FILENAME: Enter the drive letter, path, and export filename. Click the Browse button to browse existing directories and files. BASIS: Select Monthly, or Year-To-Date. Monthly is defined as the accounts activity for the period in focus. Year-To-Date is defined as the accounts ending balance for the period in focus. DATA TYPE: Select Actual, Current Budget, Revised Budget, Budget 3, or any combination thereof. PERIOD: Select the starting and ending period. The period range must be sequential, but may span years. The period range will always default to the current GL period. COMPANIES: You may enter an unlimited number of company codes to be included in the export. Enter the starting and ending company codes and click the Add button to add all company codes within the range to the selection list box. Click the Remove button to remove company codes from the selection Sage Software, Inc. All rights reserved. GL-1047 (Revised 01/06) Page 3

4 A Save button is available to save the on-screen selection as a group, with the exception of the period range, which is not saved. If a group is already on file, the warning message Saving will override previous selections for the group. Do you want to save? will appear. Select Yes to save and No to return to the selection screen. The Cancel button will exit the screen without saving the changes and without exporting. The Delete button will delete the current group. You will be prompted with the message Are you certain you wish to delete Group Code X? The Export button will write data corresponding to the selections to the specified filename. Export File Format The GL accounts must be in the structure of The first four digits represent the root account, the next two digits represent the station, and the last three digits represent a subaccount. A MAS 90 MAS 200 company code represents a market. The data will be exported in an ASCII text file. Each file will contain different sections of data. Each section represents a single station, a single period, a single data type, and a single basis. Contained within each section is the account number (first and third segments only) and the account balance pertaining to that account. Negative balances are preceded with a -. Each section is defined by a header statement that begins The rest of the header defines the specific section in the list. The rest of the header is described below: entities.abc00 periods datatype.actual basis.month entities.abc01 periods datatype.actual basis.month ,11199 entities, periods, datatype, and basis are hardcoded text. ABC00 is the company code plus station (i.e., second segment of account number) is the period and the year. actual or budget is the data type selected. month, ytd is the basis selected. A file will never contain more than 1 basis, as only one basis may be selected at a time Sage Software, Inc. All rights reserved. GL-1047 (Revised 01/06) Page 4

5 Report Master/Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes. New File: GL.CLIME Field: All Fields The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Extended Solutions installed. Note: The Report Master module is not supported in MAS 200 SQL. Crystal Reports The files listed below have been added, or changed, in the Crystal Dictionaries by this Extended Solution for Crystal Reports purposes. Any additions or changes to the Crystal Dictionaries will be incorporated into your system after you set up the Extended Solution or when you use the Star Part (*PART) option from a menu. File: Description Field: GL_EX Export To CLIME Setup All Fields Be aware that the Crystal Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90, and MAS 200 are 2005 Sage Software, Inc. All rights reserved. GL-1047 (Revised 01/06) Page 5

Security by General Ledger Sub Account GL-1032

Security by General Ledger Sub Account GL-1032 Overview This Extended Solution controls access to certain G/L Accounts by allowing you to list which Roles are associated with each General Ledger Sub Account.