After a financial period has been closed in Chintaro, you are able to create a 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:
1. Each property has a Cost Centre/Job Code
2. All tenancies have a Program
3. Chintaro Preferences are set up correctly
4. You have all of the relevant GL codes and Balance Account Codes (if required) available
Setting up Cost Centres for each Property
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.
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):
Then exit this screen and open each property screen. Select from the list of job Codes you previously entered:
Ensure all Tenancies have a Program
Transactions without a Program will be ignored. Ensure all Tenancies have been allocated with a Program in the relevant drop down list on the Tenancy screen.
Setting Up GL Codes
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 your GL format from the list.
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
If the Balance Account is the bank, enter this number in the Balance Account Code column.
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.
Ensure the GL Type and level are correct (if they are incorrect, go back to the first section of this Solution):
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.
Export Transactions Batch Maintenance
If you have exported transactions from the Export Transactions GL screen, but you made a mistake or want to reverse the export action, you are able to delete the batch you created through the Export Transactions Batch Maintenance function.
From the Home Screen, click Finance, then General Ledger Exports, and Export Transactions Batch Maintenance:
Click to highlight 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.