Finance - Creating an export to pay Tradespeople from General Ledger

After a financial period has been finalised in Chintaro, you can create a file to export to your General Ledger to pay your tradespeople.

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

• 1. Ensure All Tradespeople have a Supplier ID
• 2. Complete the required fields for all Maintenance Requests

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

• Create the export file containing the information about Maintenance Transactions
• Reversing or deleting a batch of imported transactions

1. Ensure All Tradespeople have a Supplier ID

General Ledger systems require all contractors to have a Supplier ID to link the job to. To check your Tradespeople have a Supplier ID, click Tradespeople in the Toolbar:

From the Manage Tradespeople screen, look for the Supplier ID column and check for any gaps.

*Note: If you can't see the column, right-click on the grey header bar, then select Unhide Fields, and tick the Supplier ID option. 

For any Tradesperson without a Supplier ID, double click their name and enter a value in the SupplierID field:

Exit the screen to save and repeat for all tradespeople.

2. Complete the required fields for all Maintenance Requests

In order for a maintenance task to appear on the export screen, there must be 3 fields entered when completing the task. After a task has been opened, click Completion/Forecast and check the following 3 fields:

1. Actual Completion Date
2. Actual Cost
3. Confirmed for Payment (must be ticked)

If all fields are not entered, the task will not appear on the export screen.

Create the export file containing the information about Maintenance Transactions

To export your maintenance transactions, from the Home Screen, click Finance, then General Ledger Exports, then Export Maintenance GL.

Start by selecting the GL Type you want to export for:

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. 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.

Reversing or deleting a batch of exported transactions

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

From the Home Screen, click Finance, then General Ledger Exports, and Export Maintenance Batch Maintenance.

Click to highlight the row you want to delete, and press the Delete Batch button. 

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