Downloading General Ledger Transactions to Excel
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1 SAN MATEO COUNTY OFFICE OF EDUCATION CECC Financial System Procedures This document provides instructions on how to download the transactions listed on an HP 3000 GLD110 report into Excel using a GLD110 Transactions Monarch model provided by the San Mateo County Office of Education. This download file will contain the Object number, Object description, reference, transaction description, warrant or auditor number, account number, debit amount, and credit amount. This download was created in response to an auditor s request for this information. General Ledger beginning balances are not included in the GLD110 transaction download. The General Ledger beginning balances are listed on an HP 3000 FCR125 report. Those transactions can be downloaded into Excel using the FCR125 GL Beginning Balances Monarch model provided by the San Mateo County Office of Education. The download will be in the same format as the GLD110 Transactions download. The two downloads can be combined into one spreadsheet to create a complete list of General Ledger transactions. These instructions assume you have a working knowledge of the HP 3000 file transfer process, Monarch, and Excel. Therefore some of the instructions are somewhat abbreviated.
2 San Mateo County Office of Education CECC Financial System Procedures Page 2 of Run an HP 3000 GLD110 Report for All General Ledger Transactions GLDSUB You need to create an HP 3000 GLD110 report for all General Ledger transactions for the desired time period. In this example, we are creating a download file for all General Ledger transactions in the fiscal year. The application name to generate this report is GLDSUB.
3 San Mateo County Office of Education CECC Financial System Procedures Page 3 of 53 Enter all the report parameters. Be sure that you enter a Y in the Select a subset of your accounts? field. This will enable us to include only the General Ledger transactions. Press the outside [Enter] key when you have entered all the parameters.
4 San Mateo County Office of Education CECC Financial System Procedures Page 4 of 53 You need to specify all the objects. To do this, enter the first digit of the object number followed by three (?) in the Obj column. Press the outside [Enter] key to stream the report. You will then return to the first screen. Click on the [Return to Main] button to return to the menu.
5 San Mateo County Office of Education CECC Financial System Procedures Page 5 of Transfer the GLD110 General Ledger Report From the HP 3000 to Your Local Computer This process transfers the report you just created from the HP 3000 to your local computer. Type PR at the Select Option prompt to list all the print jobs. You will need to identify the file numbers to transfer. The file numbers are located in the first column. Large reports are broken down into 600 page increments. You ll notice that there are two file numbers belonging to this one report. You know this because the same Job No. is attached to two File numbers. Note the two file numbers you need to transfer. You need to combine these two files into one report when you transfer the files. Once you note the file numbers, click the [Exit] button to exit this screen. In this example the file numbers we need are 8013 and 8014.
6 San Mateo County Office of Education CECC Financial System Procedures Page 6 of 53 Type FT at the Select Option prompt followed by the outside [Enter] key to begin the file transfer procedure.
7 San Mateo County Office of Education CECC Financial System Procedures Page 7 of 53 Select the Transfer option from the File Menu or click on the File Transfer icon.
8 San Mateo County Office of Education CECC Financial System Procedures Page 8 of 53 Click the [Show Host Files] button to display all the print file numbers. Make sure you change the If file exists dropdown box to Append.
9 San Mateo County Office of Education CECC Financial System Procedures Page 9 of 53 After you click the [Show Host Files] button, the print files will be displayed on the right side of the window. The print files will begin with the letter P followed by a 7-digit number. Find the first file number you need to transfer. In this example, the file number is P Hold the [Shift] key down as you click on the first file number you need to transfer. As you continue to hold the [Shift] key, click on the last file number you need to transfer. In this example the last file number is P All the file numbers should appear in the Host file names: box with a comma separating each file number. Browse to the directory where you want to place the downloaded file. The directory is displayed in the lower left corner of the window. Type the name you want to assign to the file you will be downloading from the HP 3000 in the Local file names box in the upper left corner. Add a.txt extension to the file name. Click on the arrow pointing to the left to transfer the files from the HP 3000 to your local computer.
10 San Mateo County Office of Education CECC Financial System Procedures Page 10 of 53 Once the file transfer is complete, click the [Close] button and type Exit to leave the file transfer program. You may also exit the HP 3000 at this time. 3. Use Monarch to Export the General Ledger Transactions to Excel The HP 3000 GLD110 report contains information that is not needed in an Excel download file. The GLD110 Transactions Monarch model strips out the unnecessary information. The export feature within Monarch will convert the report into Excel format. Launch Monarch and select the Open Report option on the File Menu.
11 San Mateo County Office of Education CECC Financial System Procedures Page 11 of 53 Browse to the directory where you placed the file you downloaded from HP Open that file. In this example our download file is named D60 GL Transactions.txt. Once the file is open, select the Open Model option from the File Menu.
12 San Mateo County Office of Education CECC Financial System Procedures Page 12 of 53 Open the GLD110 Transactions model provided by the San Mateo County Office of Education.
13 San Mateo County Office of Education CECC Financial System Procedures Page 13 of 53 Once you open the model, click on the Table Window icon on the toolbar to convert the report to a table using the GLD110 Transactions model. This will convert your report to a table format.
14 San Mateo County Office of Education CECC Financial System Procedures Page 14 of 53 Select File>Export to convert this data to Excel format. Monarch has an Excel export limitation of 65,536 lines. If you exceed this limitation, you may need to create separate GLD110 reports and export the data into separate spreadsheets.
15 San Mateo County Office of Education CECC Financial System Procedures Page 15 of 53 The Export Wizard will appear with the Data format Table selected. Click the [Next >] button to proceed to the next step.
16 San Mateo County Office of Education CECC Financial System Procedures Page 16 of 53 Click on the folder in the Export Wizard File Info window to specify the export file type and to give your export file a name. The Export Table window will appear. Browse to the folder where you want to place your exported file. Be sure to select the Microsoft Excel (.xls) file type. Then click the [Save] button.
17 San Mateo County Office of Education CECC Financial System Procedures Page 17 of 53 If the file name you entered already exists, be sure that the Overwrite file radio button is selected in the When output file exists box. If the radio buttons are grayed out, it means there is no existing file with the name you specified. Click on the [Next >] button to proceed to the next window.
18 San Mateo County Office of Education CECC Financial System Procedures Page 18 of 53 Click on the [Run] button to proceed with the export.
19 San Mateo County Office of Education CECC Financial System Procedures Page 19 of 53 If there are a large number of transactions to export, it may take a while to export the file. There are two steps involved in the export. The first step is to write out the records. The second step is to format the records in Excel. The second step will automatically begin after the first step has been completed. The following screen will appear when the export has been completed. Click the [OK] button. You can minimize Monarch at this time.
20 San Mateo County Office of Education CECC Financial System Procedures Page 20 of Examine the Exported File in Excel You can open the exported file in Excel to examine the file. You may want to format the Debit and Credit numbers to make them easier to read. Select columns H and I and select the Format>Cells option. Place a checkmark in the Use 1000 Separator (,) checkbox and click [OK]. Be sure to save the changes made. If you do not need to include beginning balances in this report, you may stop here. If you do need to include beginning balances, proceed to the next step.
21 San Mateo County Office of Education CECC Financial System Procedures Page 21 of Run an HP 3000 FCR125 Report for All General Ledger Beginning Balances FCACLI You need to create an HP 3000 FCR125 report for all the General Ledger beginning balances. The application name to generate this report is FCACLI.
22 San Mateo County Office of Education CECC Financial System Procedures Page 22 of 53 Click on the [Begin Balance] button.
23 San Mateo County Office of Education CECC Financial System Procedures Page 23 of 53 Click on the [To Report] button to bring up the screen that allows you to enter the report parameters.
24 San Mateo County Office of Education CECC Financial System Procedures Page 24 of 53 Leave the Fund field blank to include all funds. In the Accounts Type field, select A=All Accounts because some closed accounts may have had a beginning balance. You can exclude lines with zero dollar beginning balances. If you want to sort the report by Fund and Resource, you can enter a Y in the Page by Sub- Fund: field. Enter an N in Select Accounts (Y/N) field to print all the beginning balances. Press the outside [Enter] key when you have entered all the parameters. Click on the [Stream Report] button to stream the report. Click on the [Exit] button twice to return to the menu.
25 San Mateo County Office of Education CECC Financial System Procedures Page 25 of Transfer the FCR125 Report From the HP 3000 to Your Local Computer This process transfers the report you just created from the HP 3000 to your local computer. Type PR at the Select Option prompt to list all the print jobs. You will need to identify the file numbers to transfer. The file numbers are located in the first column. In this case the Beginning Balances fit in one report. Large reports are broken down into 600 page increments. You ll know this because the same Job No. is attached to two File numbers. If your Beginning Balances report spans multiple reports, refer back to Step 2 for instructions on how to combine multiple reports into one report. In this case, we have only one report to download. Once you note the file number, click the [Exit] button to exit this screen. In this example the file number is 8319.
26 San Mateo County Office of Education CECC Financial System Procedures Page 26 of 53 Type FT at the Select Option prompt followed by the outside [Enter] key to begin the file transfer procedure.
27 San Mateo County Office of Education CECC Financial System Procedures Page 27 of 53 Select the Transfer option from the File Menu or click on the File Transfer icon.
28 San Mateo County Office of Education CECC Financial System Procedures Page 28 of 53 Click the [Show Host Files] button to display all the print file numbers.
29 San Mateo County Office of Education CECC Financial System Procedures Page 29 of 53 After you click the [Show Host Files] button, the print files will be displayed on the upper right side of the window. The print files will begin with the letter P followed by a 7-digit number. Find the file number you need to transfer. In this example, the file number is P Click on that file number. You can also type the P directly into the Host file names: box. Browse to the directory where you want to place the downloaded file. The directory is displayed in the lower left corner of the window. Type the name you want to assign to the file you will be downloading from the HP 3000 in the Local file names box in the upper left corner. Add a.txt extension to the file name. Click on the arrow pointing to the left to transfer the files from the HP 3000 to your local computer. Once the file transfer is complete, click the [Close] button and type Exit to leave the file transfer program. You may also exit the HP 3000 at this time.
30 San Mateo County Office of Education CECC Financial System Procedures Page 30 of Use Monarch to Export the Beginning Balances to Excel The HP 3000 FCR125 report contains information that is not needed in an Excel download file. The FCR125 GL Beginning Balances Monarch model strips out the unnecessary information. The export feature within Monarch will convert the report into Excel format. Launch Monarch and select the Open Report option on the File Menu.
31 San Mateo County Office of Education CECC Financial System Procedures Page 31 of 53 Browse to the directory where you placed the file you downloaded from HP Open that file. In this example our download file is named D60 GL Beginning Balances.txt. Once the file is open, select the Open Model option from the File Menu.
32 San Mateo County Office of Education CECC Financial System Procedures Page 32 of 53 Open the FCR125 GL Beginning Balances model provided by the San Mateo County Office of Education.
33 San Mateo County Office of Education CECC Financial System Procedures Page 33 of 53 Once you open the model, click on the Table Window icon on the toolbar to convert the report to a table using the FCR125 GL Beginning Balances model. This will convert your report to a table format.
34 San Mateo County Office of Education CECC Financial System Procedures Page 34 of 53 Notice that some of the columns are in green. The green columns have been added so that this export file will match the layout of the General Ledger Transactions layout. Select File>Export to convert this data to Excel format. Monarch has an Excel export limitation of 65,536 lines. If you exceed this limitation, you may need to create separate FCR125 reports and export the data into separate spreadsheets.
35 San Mateo County Office of Education CECC Financial System Procedures Page 35 of 53 The Export Wizard will appear with the Data format Table selected. Click the [Next >] button to proceed to the next step.
36 San Mateo County Office of Education CECC Financial System Procedures Page 36 of 53 Click on the folder in the Export Wizard File Info window to specify the export file type and to give your export file a name. The Export Table window will appear. Browse to the folder where you want to place your exported file. Be sure to select the Microsoft Excel (.xls) file type. Then click the [Save] button.
37 San Mateo County Office of Education CECC Financial System Procedures Page 37 of 53 If the file name you entered already exists, be sure that the Overwrite file radio button is selected in the When output file exists box. If the radio buttons are grayed out, it means there is no existing file with the name you specified. Click on the [Next >] button to proceed to the next window.
38 San Mateo County Office of Education CECC Financial System Procedures Page 38 of 53 Click on the [Run] button to proceed with the export.
39 San Mateo County Office of Education CECC Financial System Procedures Page 39 of 53 If there are a large number of transactions to export, it may take a while to export the file. There are two steps involved in the export. The first step is to write out the records. The second step is to format the records in Excel. The second step will automatically begin after the first step has been completed. The following screen will appear when the export has been completed. Click the [OK] button. You can minimize Monarch at this time.
40 San Mateo County Office of Education CECC Financial System Procedures Page 40 of Merge the GL Beginning Balances Spreadsheet with the GL Transactions Spreadsheet. You now need to merge the GL Beginning Balances spreadsheet you just exported with the GL Transactions spreadsheet you saved in Step 4. You first need to add the fiscal year beginning date to the GL Beginning Balances spreadsheet and format the Debit and Credit columns to include the comma separator. Launch Excel and open the GL Beginning Balances spreadsheet you just exported from Monarch. Find the last row in the worksheet by putting your cursor in cell A1. Next hold the [Ctrl] key down while you press on the down arrow key. This will place your cursor into the last row in column A. Note this row number. In this example the last row is row 555.
41 San Mateo County Office of Education CECC Financial System Procedures Page 41 of 53 You need to populate the date field with the first date of the fiscal year. Enter the fiscal year start date in cell C2. In our example, the fiscal year start date is 7/1/2005. Copy that date into cell C3 through cell C555.
42 San Mateo County Office of Education CECC Financial System Procedures Page 42 of 53 The Object numbers in column A were imported from Monarch as text. You need to convert these values to numbers. Select all the values in column A by selecting cells A2 through A555. Right-click to bring up the error correction menu. Select the Convert to Number option. This will convert all the object numbers from a text entry to a numeric value.
43 San Mateo County Office of Education CECC Financial System Procedures Page 43 of 53 You may want to format the Debit and Credit numbers to make them easier to read. Select columns H and I and select the Format>Cells option. Place a checkmark in the Use 1000 Separator (,) checkbox and click [OK]. Be sure to save the changes made.
44 San Mateo County Office of Education CECC Financial System Procedures Page 44 of 53 Select the body of this worksheet with out row 1. (We don t need to copy the headings on this worksheet into the GL Transactions spreadsheet.) In this example we will be selecting cells A2 through I555. Once the cells have been selected, select Edit>Copy.
45 San Mateo County Office of Education CECC Financial System Procedures Page 45 of 53 From the File>Open menu, open the GL Transactions spreadsheet you saved in Step 4. Place your cursor into the first empty cell in column A. You can quickly find that cell by placing your cursor in cell A2. Then hold the [Ctrl] key down while you press the down arrow key. This will bring to the bottom of the worksheet. When your cursor is in the first empty cell in column A, select the Edit>Paste option.
46 San Mateo County Office of Education CECC Financial System Procedures Page 46 of 53 After you select the Edit>Paste option, the data from the GL Beginning Balances worksheet will be appended to the GL Transactions worksheet.
47 San Mateo County Office of Education CECC Financial System Procedures Page 47 of 53 To integrate the beginning balances properly within the report, you now need to sort the report by object, by account number, by description. Select the entire worksheet by clicking in the upper left corner of the worksheet.
48 San Mateo County Office of Education CECC Financial System Procedures Page 48 of 53 Select the Data>Sort option. In the sort window, choose Object in the Sort by drop down box. Select Account Number in the first Then by drop down box. Select Description in the second Then by drop down box. Be sure that the Ascending radio button is selected for each sort option. Make sure that the Header row radio button is selected. Click the [OK] button to perform the sort.
49 San Mateo County Office of Education CECC Financial System Procedures Page 49 of 53 It is very important to sort the report by Object first. For transactions that are posted to Accounts Receivable set-up, Accounts Payable, and Payables Set-up, the account number listed in the Account Number column (column G) is the offset account, not the actual account number where the transaction appears on the General Ledger. That is why you see revenue and expenditure objects in the Account Number field. In order to get correct totals by Object, this report must be sorted by the Object column first.
50 San Mateo County Office of Education CECC Financial System Procedures Page 50 of 53 If you want to sort and subtotal by Fund-Resource-Year-Object, you will need to build additional column with that data. The formula to build that column is shown below.
51 San Mateo County Office of Education CECC Financial System Procedures Page 51 of 53 To calculate subtotals by Fund-Resource-Year-Object, select the Data>Subtotals option. In the At each change in drop down box, select Fund-Resource-Year-Object In the Use function drop down box, select the Sum function. In the Add subtotal to drop down box, make sure that there is a checkmark in the Debit and Credit checkboxes. Make sure that there are checkmarks in the Replace current subtotals checkbox and the Summary below data checkbox. Click the [OK] button. If the spreadsheet is very large, it will take some time to insert the subtotals.
52 San Mateo County Office of Education CECC Financial System Procedures Page 52 of 53 The spreadsheet will be reformatted to show the subtotals.
53 San Mateo County Office of Education CECC Financial System Procedures Page 53 of 53 Be sure to save the changes made to this report. If you want to keep the original GL Transactions report intact, choose the File>Save As option and give this modified spreadsheet a different name.
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