Advanced Professional Solutions Ltd. Xcede Professional Accounting Red Sky Data Extraction Internal Document

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Austen Parks
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1 Advanced Professional Solutions Ltd Xcede Professional Accounting Red Sky Data Extraction Internal Document

2 INDEX RD 3 PARTY DATA EXTRACTION... 3 Introduction... 3 To Set up and Export the Mapping... 3 To Refresh from Template/Ledger to another Ledger... 4 To Extract the Data... 4 THE RED SKY DATA EXTRACTION REPORT... 5 Confirming the Account Ranges... 5 Generating the Data Extraction report... 5 CHART MAPPING TOOL... 6 Using the Chart Mapping Tool... 7 The Tabs... 7 The Menu Bar... 9 Expor t Mapping Process...14 MAPPING THE ACCOUNTS...15 Step 1 - Matching the charts to be mapped...15 Step 2 - The Map Accounts Process...15 Step 3 - The Accounts Tab, How to Map the Accounts

3 3 rd Party Data Extraction Introduction Account information can be extracted for benchmarking or other purposes based on a 3 rd Party code attached to a General Ledger account in XPA. This code is attached using the User Defined Fields Account option in the main application. The Fields to hold the Code and the Description can be set up under Reporting/User Defined Fields and then under chart maintenance a code and description entered under User Defined Fields for each account that a code is required. Alternatively the Administration Tool has a Chart Mapping/Transaction Import utility that can also export a mapping onto a template or ledger. This application will set up the Fields to hold the Code and Description, and then provide for the mapping to take place between the 3 rd Party Code and the XPA General Ledger code in a straightforward manner. The mapping is saved automatically in Chart Mapping can then be Exported to a ledger or template. If there are changes to the code, the chart can be updated either within the application manually, or simply using the chart refresh option in Chart Mapping and the mapping itself can be updated and again exported to the Ledger or Template as required. If the mapping is exported to a template or ledger this can be used to refresh from within XPA Chart Maintenance. Eg. The mapping could be set up and exported onto a Template and then ledgers refreshed from the template. An Extraction report is then generated in Xcede which aggregates all account balances with the same 3 rd Party Code and produces a report in the required layout. The time taken for this report to generate is governed by the number of 3 rd Party codes used. In the example of Red Sky the report takes several minutes to extract and generate. To Set up and Export the Mapping Open the Administration Tool application Right Click on the required ledger or template and select Chart Mapping Import the XPA chart of accounts from Chart Mapping Maintenance menu (refer Maintenance Menu New) Import the 3 rd Party Chart (or list of codes and descriptions) as supplied in csv or txt format. Select the charts to be mapped as per step 1 Matching the charts to be mapped, or select the mapping that has already been established as per step 2 The Map Account Process Map the accounts as per step 3 note there are several ways this can be done. Close when completed. 3

4 Make sure the required ledger or template name is displayed in the XPA File field at the top of the window. From the Actions menu select Export Mapping. This will set up the fields and populate them as per the mapping selected at the time of export. To Refresh from Template/Ledger to another Ledger From with the XPA Application select Chart from the Chart menu Click on the Template button and select the template or ledger you wish to transfer the User Field codes from Select the Transfer User Fields button to transfer the fields and codes down onto the ledger in use To Extract the Data Open Xcede from within XPA (click on the Excel button on the toolbar) Open the worksheet RS_Extract.xls From the Xcede menu on the tool bar, select Generate In the Professional Accounting Database field enter the Ledger file name Select OK. The Excel window may go blank for a while as the report is generated. It takes several minutes to complete The result is an Excel workbook, this can be saved, ed etc as required. 4

5 The Red Sky Data Extraction Report This Xcede report will go through the General Ledger, and based on the code held in the RSC (Red Sky Code) User Field for the chart, will extract and total the account balances with the same code and produce a report based on those code groupings. Where an account is sub accounted, the report will extract the sub account balances separately rather than the control account. This means, for example, that each asset needs to be mapped rather than the control account for the asset group. This is a very quick process in Chart Mapping. Confirming the Account Ranges The report is split into three areas: Revenue and Expenses, Livestock and Balance Sheet. The code ranges for each area need to be set for each practice to ensure the correct areas of the chart are being searched for the data. Highlight cell A7 and open the function using the Function Wizard In the Account field, edit the range of account codes used for Revenue and Expenses (excluding livestock) in the practice master chart. Note the Xcede syntax if the range is not con-current. Highlight cell A19 and open the function using the Function Wizard In the Account field, edit the range of Profit and Loss account codes used for Livestock in the practice master chart. Note the Xcede syntax if the range is not con-current. Highlight cell A31 and open the function using the Function Wizard In the Account field, edit the range of account codes used for Balance Sheet items in the practice master chart. Generating the Data Extraction report Open Xcede from within XPA, and then open the Data Extraction Report RS_Extract.xls Ensure the required changes have been made and saved as per the above instructions Select Generate from the Xcede menu and enter the client ledger file name in the PA Database field and select OK. The report can take several minutes to compile due to the number of codes required Once it has completed, the final report will display onscreen. Select File Save As and give the file a name and same to the correct location for you practice. This report can now be ed to Red Sky for the data to be compiled accordingly. 5

Chart Mapping Tool Select the template or ledger that the map is to be imported into it, right mouse click to activate the Administration Tool menu and select Chart Mapping Toolbox.

6 Chart Mapping Tool Select the template or ledger that the map is to be imported into it, right mouse click to activate the Administration Tool menu and select Chart Mapping Toolbox. The ledger or template can be selected once inside the specific function however selecting prior is one way to ensure the correct file is being used. This function is a single ledger function only. This tool is designed to map different types of charts to the XPA chart before importing the transactions to XPA, and can also be used to set up and map codes to the chart User Fields. The chart options currently supported are: Aurora One BankLink Cash Manager EasyBooks Generic MYOB Accounting v. 9, 10, 11, 12 & Other MYOB cashbooks with the Export to Accountant s Office facility MYOB GL Movement Summary NZA Gold QuickBooks Sage MAS Sage UK Sage UK TB Red Sky Other PA Charts Importing from BankLink and EasyBooks there is the ability to import using multiple bank accounts. 6

Using the Chart Mapping Tool The Client Ledger Field This displays the ledger that will have the data imported into it. If a mapping is being exported, a template can be selected here.

7 Using the Chart Mapping Tool The Client Ledger Field This displays the ledger that will have the data imported into it. If a mapping is being exported, a template can be selected here. The Tabs If there are any mappings set up, the Mappings tab will be active when launching the Chart Mapping Tool. This will allow the user to pick a mapping from the list otherwise the Charts tab will be active to allow the user to create a new map. Charts The Charts tab displays a list of the Charts (both export file charts and XPA ledger charts) that can be mapped together. 7

Mappings This tab is the first one to be displayed when launching the mapping tool when there are mappings set in the database. It displays a tree of the mappings that already exist.

8 Mappings This tab is the first one to be displayed when launching the mapping tool when there are mappings set in the database. It displays a tree of the mappings that already exist. Clicking on any Mapping Group (the top level of the tree view) will expand the group showing the Mappings (the lower level of the tree view) in that group. Selecting the required Mapping will populate the Map From and the Map To fields at the bottom of the form. Import This tab provides the last step in the Account Mapping process, importing the transactions. After creating the charts and the mappings to accounts, this tab is used to configure the import options. 8

9 The Menu Bar Maintenance The Maintenance menu provides the user with a list of functions for mapping creation and maintenance. New Edit Update Rename Delete Adds a new chart to the charts available for mapping Allows users to edit the cashbook chart Used for updating any of the charts from the list of charts available User can change the name of any of the charts available in the list Removes the chart from the list Actions The Actions menu provides the user with functions for Importing and Translating data in the client s file. These tasks can only be performed once the Chart Mapping has been completed. Import Translate Once a Client Ledger and Export file are mapped, the transactions will import to allow processing. Used with Mapping XPA Chart to XPA Chart only. Export Map Will set up the chart user fields per the chart type INI file and populate these fields with the codes based on the mapping selected Close Will close the Chart Mapping Tool Maintenance Menu - New This step adds a new chart to the Charts tab. Both charts that are going to be mapped, the From and the To, need to be added to the Charts list. Select the New option from the Maintenance menu; the New Chart form will open. 9

Give the New Chart a name, and then select the Type. The type field displays a list of all the charts supported by the Chart Mapping function.

These cashbook programs do not export the chart but it is assumed that the Cash Manager / EasyBooks chart of accounts matches the XPA chart.

Now select the source button to link the Export Chart file.

10 Give the New Chart a name, and then select the Type. The type field displays a list of all the charts supported by the Chart Mapping function. Note: There is no option to select the Cash Manager or EasyBooks chart. These cashbook programs do not export the chart but it is assumed that the Cash Manager / EasyBooks chart of accounts matches the XPA chart. If this is the case, transactions can be imported by going straight to the Import tab and selecting the Import Type from this screen. Now select the source button to link the Export Chart file. The Files of Type will default to the Standard format for the File type that was selected, in this instance that is a Text (.txt) file. Point to the directory where the export file is stored and then select the text file required for this map. Click on Open. Once the file is selected the path will show in the Source field. 10

Note: When selecting the Source File to import, the Files of Type selection list has these options: If the wrong Chart

11 Once all the detail is correct, click on the Import button. Once this is completed the Chart Map will display in the Charts list. Note: When selecting the Source File to import, the Files of Type selection list has these options: If the wrong Chart File Type is selected when creating a new map This message will appear when the import is attempted. To correct, re-select the Type and perform the Import again. Maintenance Menu Edit This option is used for editing the cashbook chart. 11

Select the chart to edit, select the Edit option from the Maintenance menu Maintenance Menu Update This option is used for updating/refreshing any of the

12 Select the cashbook chart to edit, select the Edit option from the Maintenance menu. This function is used to add, or edit account codes/descriptions on the cashbook charts. Select the chart to edit, select the Edit option from the Maintenance menu Maintenance Menu Update This option is used for updating/refreshing any of the charts listed from their source file. This is typically used when extra chart items are added to the original charts and the mapping needs to be updated. Select the chart to update, select the Update option from the Maintenance menu. Verify the Source path is correct and then click on the Update button. 12

Other reasons for using Update would be if: The Source was moved to another location The Source is incorrect.

Only the Name of the map can be amended with this function. Select the chart to rename, select the Rename option from the Maintenance menu.

Maintenance Menu - Delete This option pops up a message asking if deletion of the Chart from the Mapping Tool is required; answer Yes or No.

13 Other reasons for using Update would be if: The Source was moved to another location The Source is incorrect. Maintenance Menu - Rename This option allows the renaming of any of the charts available in the charts list. Only the Name of the map can be amended with this function. Select the chart to rename, select the Rename option from the Maintenance menu. Edit the Name as required then click on the Save button. Maintenance Menu - Delete This option pops up a message asking if deletion of the Chart from the Mapping Tool is required; answer Yes or No. If any mappings that have been set up using this chart, they will also be deleted. Actions Menu Export Map Exports a map to the XPA Chart, for example mapping codes to a Chart User Field. If the Field has not been set up within XPA, the Export function will set it up based on the data in the Chart INI file for this chart type. This action can only be carried out when the MAP TO chart is of a valid type for this procedure. 13

14 Export Mapping Process This process is used to export a mapping onto a ledger or template that is set up using the Chart Mapping tool. The XPA chart becomes the FROM chart and the chart holding the codes to be mapped to becomes the TO chart. The mapping of the codes is carried out in the same manner as if the mapping was to be used for importing transactions. Not all codes need to be mapped, only those required for the purpose the remaining fields can be left blank. Once the codes are mapped as required, the Export Map from the Actions menu is selected. If the chart types are correct, the mapping will be exported to the ledger or template. The Export Mapping process involves setting up the required Fields as per the INI file for that chart type, then populating the filed with the correct code and description as per the Map. Once this is complete the User Fields can be used to sort/report account information through Xcede. If the mapping needs to change, this can be done under chart mapping and the Map exported again, and any changes will be made on the ledger or template which the map is being exported to. The Mapping once set up can be exported to any ledger or template. If the Mapping is for the Chart User Fields, these can be exported to a template, and then the ledger can be refreshed from the template and the Fields will be added and the mapped code populate the field as per the template. NOTE: If the mapping changes, and the template is updated, any change in an existing mapped code WILL NOT BE UPDATED if the Refresh option from within chart maintenance is used. Each individual ledger must be updated by exporting the updated Map from within Chart Mapping for changes to take effect. 14

Mapping the Accounts Once both the XPA and the Third Party chart have been created as known charts in the list, they can then have the mapping of the accounts completed.

15 Mapping the Accounts Once both the XPA and the Third Party chart have been created as known charts in the list, they can then have the mapping of the accounts completed. This step must be done before any transactions can be imported or mapping exported - to any ledgers and only need be performed once for each chart mapping (Setup a Master Mapping Master Cashbook Chart and Master XPA chart and map all the account codes). Step 1 - Matching the charts to be mapped For Exporting a mapping: Right Click on the XPA Chart and select From Mapping File. Right click on the 3 rd Party Chart required and select To Mapping File. The FROM chart must always be the XPA chart when exporting a mapping and the TO chart must be the Chart containing the codes which are to populate the User Field on the XPA Ledger. This is because there could well be more than one XPA Chart code mapped to a Chart User Field code. For example there maybe multiple sales accounts in the XPA chart, but these are to be linked to a single sales code in the User Defined Fields. Step 2 - The Map Accounts Process If the ledgers exist, and the From and To link has been made, then from the Mappings tab, select the Mapping to be used from the appropriate Mapping Group. Click on the Map Accounts button at the bottom of the form. Note: If the ledgers have NOT been added to the charts list this must be completed first. Follow the steps in the section Maintenance New. Proceed from Step 1 above. Once inside the Chart Mapping form, the objective is to assign an XPA chart code to the equivalent chart code on the Export Chart. 15

16 Step 3 - The Accounts Tab, How to Map the Accounts The left panel of this form displays the Map From accounts detail (this must always be the Export file) and the right panel displays the Map To accounts detail (this must always be the XPA ledger). If the mapping is to be Exported, then the Map From account must be the XPA Chart. The left panel lists the From Code, From Title and the To Code (an empty cell that will have the assigned code put into it). All these columns can be sorted by clicking the field title at the top of the column. The default is to be sorted by Code. The Account Codes need to be transferred from the right panel to the left panel, to do this: Pick the code from the To Code field in the right panel and drag and drop it into the To Code field in the left panel. Alternatively, select the To Code field in the left panel and then double click the corresponding To Code field in the right panel. Typing the code directly into the To Code field in the left panel is also an option. 16

Once the mapping of the chart is complete the Suspense Account can be set if auto allocation of unmapped accounts is required. See Actions Import for more details.

17 Once the mapping of the chart is complete the Suspense Account can be set if auto allocation of unmapped accounts is required. See Actions Import for more details. Using any of the methods for populating the code will display it in black if the code already exists in the client ledger currently selected (the Client Ledger selected is in the Client ledger field on the top of the chart form), if the code doesn t exist in this ledger then the code will be displayed in red. If the mapping is not allowed, due to situations like the code being a control account code for sub accounted chart items, warning messages will be triggered and disallow the map. 17

Xcede Professional Accounting Version 8

Xcede Professional Accounting Version 8 This information supports the interface between BankLink Practice 5.6 or later, and XPA version 8 or later. There are two aspects to the interface between BankLink