General Ledger Export File Definitions

You can use the General Ledger Export File Definitions page to configure the layout of a flat file that can be produced within the Release to General Ledger option.

Prerequisites

Depending on your task, you must have:

• Student Accounts - Configuration - General Ledger Export File Definition - Edit, New, and View authorization

Access Method

Select the Configuration tile > expand Student Accounts > select General Ledger Export File Definitions.

Procedure to Add or Edit Items

1. Review the values of the records in the grid.

2. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

   • Edit an existing list item, select the name in the list

3. Review, specify, or change the following values.

Active Specifies whether the associated record is active. Assigned The person assigned or sent the item task (such as task, document, or message). For a new task, the default is your user ID. If you have permission in the policy, the names of other staff members are displayed.

Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Name The descriptive name of the item.

4. Under General Export File Information, specify or change the following values.

   Active Select whether the package is available as a choice when you set up Accounting procedures for your institution in Settings. Code Specify a Code of up to 16 alphanumeric characters for the export file definition. Code should be similar to name of the product. Date Format Select a format from the drop-down list, for example DD/MM/YYYY. This date format is used in the Release to GL export file and in the Description field when using a Lawson file type. If you do not select a date format, dates are displayed based on your current Microsoft Windows regional settings. Field Delimiter (Other) Specify the other field delimiter. This field is enabled when the field delimiter type is set to other. Field Delimiter Type Select the type of field delimiter. The options are: Space Tab Other File Type Select the file types. The options are Delimited where fields are separated with user-defined characters or sets of characters, and Fixed Length where each field is determined by a configurable number of characters.

   Include Header Select whether the name of each field is to be displayed at the top of the file. This option is available for Delimited files only. Name The descriptive name of the item. Output Debit Value Specify the abbreviations you will use for Debit. For example, DB. Output Credit Value Specify the abbreviations you will use for Credit. For example: CR Terminate Row Select whether the new file definition requires a carriage return at the end of a record. Text Qualifier Select the type of text qualifier or quotes to indicate a text field. the options are Single Quotes or Double Quotes.

5. Select Nextto enable the following tab. Anthology Student displays the File Name Format tab.

6. Under File Name Format, specify or change the following values.

   Allow Edit at Runtime Select this check box to enter the file name. If this check box is selected, you cannot set a file extension in this form. Component 1 Select an option for Component 1. The options are Date, GL Company Number, and Literal. When you select Literal, the Component 1 Text field is enabled. You cannot select same option in more than one component. Component 1 Text This field is enabled when you select Literal as Component 1. Specify any literal name convention. Your entry is visible in Name Convention field. Component 2 Select an option for Component 2. The options are Date, GL Company Number, and Literal. When you select Literal, the Component 2 Text field is enabled. You cannot select the same option in more than one component. Component 2 Text This field is enabled when you select Literal as Component 2. Specify any literal name convention. Your entry is visible in Name Convention field.

   Component 3 Select an option for Component 3. The options are Date, GL Company Number, and Literal. When you select Literal, the Component 3 Text field is enabled. You cannot select same option in more than one component. Component 3 Text This field is enabled when you select Literal as Component 2. Specify any literal name convention. Your entry is visible in Name Convention field. File Extension Specify a valid file extension. File Name Specify the default file name. File name must have a valid extension. It must not contain a special character. Name Convention This is a read-only field that displays components such as date and GL company number.

7. Select Next to enable the following tab. Anthology Student displays the following Transactions Fields tab.

8. In Transactions Fields, use the horizontal arrows to add or remove fields from the list of available Transaction Fields. You can change the order of the selected fields by dragging them upward and downward. The order of the fields in the Selected Fields grid is the order in which fields will appear in the file.

   Available Fields Indicates the entire list of available fields. Blank field is available when File Type in General Export File Information is set to Fixed Length.

   Selected Fields Indicates the fields that will be included in the file. Selected fields grid must not be empty.

9. Select Nextto enable the following tab. Anthology Student displays the following Field Values tab.

10. Under Field Values, specify or change the following values.

    Name The descriptive name of the item. Description Text that describes the item. Decimal Format This field is enabled when the field type is Numeric only. Only if the decimal is Included, the file will have the decimal point in the number. The options are Decimal Included and Implied Decimal. If you choose Implied Decimal, the Decimal Implied column becomes enabled. Decimals Implied Specify the number of places from right to left that are required to get the actual value. Decimal implied must be greater than zero. Edit Runtime This check box is selected if you chose to name the file. You can select this check box for the Literal field.

    Field Type Indicates the field type. For example, Numeric, Blank or Text. Position Indicates the position of the field. This column is visible only when the File Type is set to Fixed Length in General Export File Definition. Padding Indicates the padding between fields. This column is visible only when the File Type is set to Fixed Length in General Export File Definition. You can change the padding to space when the field type is numeric. Length Indicates the position of the field. This column is visible only when the File Type is set to Fixed Length in the General Export File Definition. This is required field. Length must be greater than zero. Value Indicates the value associated with the field. You can add a value to the Literal field.

11. Select Nextto enable the following tab. Anthology Student displays the following Export Settings tab.

12. Under Export Settings, specify or change the following values.

    Export to Default Location Select whether you want to export a default location. Location Specify the location path where General Ledger files that are successfully transmitted will be saved.

    Location Type Specify the location type. The options are Local/mapped Drive or Network Location.

13. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button