Finance: Exporting Property Transactions to your General Ledger

After a financial period has been finalised in Chintaro, you can create a property transaction file to export to your General Ledger to reconcile your bank account.

There are several things you need to ensure before you can export your data, which are:

• 1. Ensure each Property has a Cost Centre/Job Code
• 2. Set up General Ledger Codes on each Transaction Type/Program combination

Once your system is set up to export transactions, use the following sections to:

• Create the export file from Chintaro to import to your General Ledger
• Lock the period you have exported so no transactions can be changed
• Reversing or deleting a batch of exported transactions

1. Ensure each Property has a Cost Centre/Job Code

The first step in setting up Chintaro to export your transactions to your General Ledger is to allocate each property with a Cost Centre/Job Code to allocate the job number in the journal. If you are already exporting your tenancy transactions to your GL, this step has most likely been completed. 

To enter each of the Job Codes to Chintaro, open System Maintenance > Reference Tables > Cost Centre. 

Enter each Cost Centre individually as they show in your General Ledger (This may be the Property Name or a series of numbers/letters):

Exit this screen and open each property screen. 

Click the Reporting tab and select the appropriate Cost Centre/Job Code from the drop down:

2. Set up General Ledger Codes on each Transaction Type/Program combination

Before you can export your property transactions from Chintaro, you will need to set up the General Leger (GL) codes that have been assigned to each transaction type and program. From the Home Screen, click Finance, then General Ledger Exports, then Export Property Transactions GL:

This screen shows you all of the Property Transactions in the system that have not yet been exported from Chintaro. 

When you first open the Export GL Screen, the GL Code column will show No GL Code for all Transaction Types in all Programs. Each Transaction Type in each Program must have a GL Code assigned to it. 

In this screen, the GL Code column allows you to manually key in the GL Code for one Transaction Type/Program combination, and after one GL Code is assigned to one Transaction Type, Chintaro will populate all other rows with the same Transaction Type and Program automatically. 

After you have entered the GL code for one Transaction Type/Program combination, press <ENTER> on the keyboard (or click elsewhere on the screen), and Chintaro will automatically populate the GL Code you entered for one Transaction type, to all Transaction Types in that particular Program:

You will then need to continue adding the GL codes to each Transaction Type in the same way: 

NOTE: You are able to sort and filter this screen in the same ways you can with any other Search Screen in Chintaro. Click here to view the Solution for Using Search Screens in Chintaro

If your GL Format has a Balance Account Code

The GL Balance Account Code is another account which has the equal amount with the opposite sign to a group of other GL Accounts. Added together they should be zero. If you are unsure if you need to use this, contact your accountant to ask them;

a.) If it's required

b.) What the Balance Account Codes are

If the Balance Account is the bank, enter this number in the Balance Account Code column:

Create the export file from Chintaro to import to your General Ledger

When you have allocated GL codes to all Transaction Types for all Programs, you are able to export the Transactions from the Export GL Transactions screen. 

Select the Output Folder you would like the file saved to. Use the ... box to navigate to somewhere on your network and enter an Output Filename (what you would like to call the exported file):

Select the transactions you want to export by filtering the screen (if you're unsure how to filter, click this link Using Search Screens in Chintaro). NOTE: Transaction Types with no GL code will not be included in the export. 

You may want to export all transactions for a specific time frame, such as last month, last week or a day (such as yesterday's transactions). If you wish to export transactions for a specific time frame, click the black arrow in the Date column, go down to Date Filters and select the filter you want to apply:

Click Select All, and a tick will be added to the Include box of each transaction, with the total number of transactions selected at the top of the screen:

After you've filtered the screen, and are ready to export the transactions, click Export GL File. Chintaro will advise that the file was created successfully. 

The exported transactions will disappear from this screen and the transactions which are yet to be exported will remain on the screen.

You can then import the exported file as a journal into your General Ledger software. 

Lock the period you have exported so no transactions can be changed

The final step in the process is to lock the period in Chintaro so that no transactions that you have exported can be changed. Click this link to see how to close the period and lock the transactions: Finance: Locking Tenancy Transactions to close a period

Reversing or deleting a batch of exported transactions

If you have exported a batch of transactions from the Export Property Transactions GL screen, but you need to reverse the export action, you are able to delete the batch you created through the Export Transactions Batch Maintenance function.

To find the batch you need to delete, it may be helpful to use the Manage Property Transactions screen, as this screen shows the batch numbers associated with each transaction. Use this solution to find the batch number in the BatchGL column.

When you know which batch you want to delete, from the Home Screen, click Finance, then General Ledger Exports, and Export Property Trans Batch Maintenance:

Click anywhere along the row you want to delete, and press the Delete Batch button:

All transactions that were exported in the batch will return to the Export GL Transactions screen.