ISSUE: Getting familiar with Journal Entry Export

Any time that data is requested (typically from auditors, but there could be many more uses) for transaction data from the general ledger, start with the journal entry export module; it will frequently provide all the information that the requester needs.  
Note: this export will include all general ledger transactions, not just those originating from the journal voucher module.

How to set it up:

  1. To configure Journal Entry Export, go to Settings (located on the System menu tab), and from there navigate to DB Import/Export and select Data Type Journal Entry.  
  2. Click  to define a setting.  This will enable you to select which pieces of data you wish to have included when your data is retrieved, and in what order each column (field) should appear.
    1. Setting Name:  give your setting a name that will enable you to identify it as the setting for this purpose (in case other settings are or will be defined).
    2. Setting Style: define whether the results returned should be in a delimited or fixed width format.
      1. Delimiter: if delimiter was selected above, a line will appear enabling the specification of the delimiter to be used.  Notice that you may select Other and define your own delimiter.
      2. Header includedSelecting this option will insert a title line with column headers for each field.
      3. Footer included: Not applicable for exports
    3. Excluded Fields:  When defining a new setting, the first click in this box will display all fields, since nothing will have been included yet.  Click on the check box to the left of each field that you wish to have included in exports or click Select All to have all fields included.  Then click anywhere outside of the box and click Include to move the selected fields from the Excluded Fields section to the Included Fields section.  Click Save to finalize your setting.

How to export G/L transactions:

  1. Still in the System menu tab, select DB Export and from there, Journal Entry Export
  2. The Setting List dropdown will contain all journal entry export settings that have been defined to the system; select the appropriate setting
  3. Export To: Use this prompt to define whether your export should go to a text file or directly to Excel
  4. Period Start and End: Select the year and period range for which transactions are to be exported.
  5. Batch Code:  By default, all batch codes will be included.  If you do not wish to see transactions for a certain batch code (e.g. BUD), simply click in the Batch Code field and select the batch codes you wish to have included (or Select All and then check the ones that you do not wish to include).
  6. The remainder of the screen enables the definition of specific G/L elements to include in the export.  By default, all general ledger accounts will have their transactions included; to specify only a certain range to be included for an element, enter valid starting and ending values for that element.
  7. When everything is filled in, you may optionally click on Preview to have the system generate the results and display them on the screen, enabling a ‘sanity check’ before writing to the output file.
  8. Clicking DB Export will write the output to the specified file type, which by default will be written to the user’s Downloads folder.


We trust that you have found this solution article helpful.  
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