Finance - Reconciling Tenancy Transactions to General Ledger with no import function

If your General Ledger software does not have an import function, you will need to run an report from Chintaro to provide you with the summaries of transaction types, to be entered manually in to your GL. This solution details 2 different ways you can do this:

• 1. Use a standard report to get Transaction Type Summaries
• 2. Using the General Ledger Export screen in Chintaro

This solution also covers:

• For further information about reconciling transactions with your General Ledger

1. Use a standard report to get Transaction Type Summaries

From the Home Screen, click Reports and Exports, then Reports, and select Finance.

Select a Transaction Type Summary report (either Transaction Type Summary or Transaction Type Summary including Bond).

Use the Select Criteria at the bottom of the screen to filter the report. Leaving all drop down lists blank will export all totals. 

If you have multiple programs and you would like to see the totals of each program's transaction types individually, select a Program to apply a filter. Enter the Transactions From and Transactions To dates:

Click Preview to view the report before printing, or click the Print button to send the report straight to your default printer. 

The totals in the report can now be keyed in to your General Ledger. Once you have reconciled, you will want to close the period and lock the transactions in Chintaro so that no changes can be made to your transactions. Click here to see how to Lock Tenancy Transactions in Chintaro.

2. Using the General Ledger Export screen in Chintaro

An alternative way of exporting the balances for your transaction types is to use the Export GL Transactions screen to create an export file to get the data you require.

Before you begin exporting 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 System Maintenance, then Preferences, Finance and find the General Ledger Format field at the top of the screen. Select a GL format from the list (this isn't particularly important, unless you want a specific type of format. If this is the case, email support@chintaro.com.au with the format you require and we will advise which format to select):

Then, look at the field under the General ledger Format preference, for General Ledger Level and select either Detail or Summary (Selecting Detail will produce an export with one line for each transaction, and Summary will include one line for the Transaction Type and Program, but only include the total balance):

Once the Preferences have been selected, you can set up your GL Codes. 

From the Home Screen, click Finance, then General Ledger Exports, then Export Transactions GL:

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

When you come in to the Export GL Screen for the first time, 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 unique GL Code assigned to it. 

In this screen, the GL Code column allows you to enter a GL Code for one Transaction Type, 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. 

EG: In our Joint Venture Program, a Rent Charge has a GL Code of 1000. Click in the GL Code field, press the backspace key to remove the text 'No GL Code', and enter the assigned code:

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 can now move through each Transaction Type and enter the relevant GL Codes 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

Exporting Transactions from Chintaro

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.

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 wish to export all transactions, press the Select All button which will put a tick in the Include column for all transactions that have a GL Code assigned (clicking Select None will remove this).

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:

When you select Transactions, you'll see the number of transactions selected, with the total 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 transactions you selected will be removed from the Export GL Transactions screen, and will be in the file you saved on your network. You can open this file, open your General Ledger and key in the totals from the export.

Once you have reconciled, you will want to close the period and lock the transactions in Chintaro so that no changes can be made to your transactions. Click here to see how to Lock Tenancy Transactions in Chintaro.

For further information about reconciling transactions with your General Ledger

Please contact support@chintaro.com.au for further assistance.