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GL Export Activity (ADM012)

Back Office - Reports

This provides information about GL Export Activity Report (ADM012).

 

Subjects      ▲ ▼

 

About      ▲ ▼

 

What Is It?      ▲ ▼

This report provides a central view of General Ledger export activity generated by supported Swiftpos GL integrations.

 

What Is Not Supported?      ▲ ▼

  • General Ledger interfaces that include file-based GL export formats, are not currently included in the GL Export Activity report.

  • Refer HERE for what is supported.

 

What Is Reported?      ▲ ▼

The exact information displayd depends on the GL integration and export being performed.

Activity can include:

  • Export start and completion
  • The 3rd party GL provider
  • Venue / Location where applicable
  • Export date and time
  • General Journals
  • Supplier Invoices / Purchase Journals
  • Terminal Cash Offs where supported
  • Upload results
  • No-data results

 

Notes ...

 

A No Data result does not necessarily indicate an error. For example, a Venue may legitimately have:

  • No General Journal activity for a particular export period.
  • No Supplier Invoices to export.
  • No Terminal Cash Off data.

 

  • Validation messages
  • Errors returned by the 3rd party GL provider.
  • Other diagnostic information recorded during the GL export

 

What Is Required?      ▲ ▼

  • Swiftpos v10.80+

  • Confirm the following for every relevant Venue:

    • The GL integration being used by the Venue is:
      • Configured - That is, the required Locations and GL mappings are configured, and the appropriate GL export processes are enabled.
      • Tested successfully.
    • Batch Reports - if the report is to be run automatically:
      • Ensure it has been configured as a Batch Report. Refer HERE for more information.
      • Ensure the Process Batch Reports option is selected in the End of Day option screen.
      • The GL export completes before the Batch Report process runs.

      • Multiple Venue Databases - Take particular care when configuring GL Export Activity in a database containing multiple Venues.

        • The Venue configured against the Batch Report determines the EOD context responsible for processing the Batch Report. It should not be assumed that this limits the GL Export Activity report itself to only that Venue.

          For a consolidated report:

          • Select an appropriate Venue to process the Batch Report.
          • Ensure Process Batch Reports is enabled for that Venue.
          • Ensure the Batch Report Clerk can access all required Venues.
          • Ensure all required Venue GL exports have completed before the Batch Report runs.
          • Test the report and confirm every expected Venue is represented.

          Do not create duplicate Batch Reports for each Venue unless separate reports are specifically required and the resulting behaviour has been tested.

    • End Of Day processing:
      • The End of Day Options are configured where applicable and the End of Day service is running.
      • For larger databases and databases containing multiple Venues, additional time may be required.

    • Test the report manually first before automating the report:

      • Manually export GL integration data. Refer to the Venue's specific GL integration HERE.
      • Run this report manually. Refer HERE.
      • Confirm the expected activity is displayed.
      • Only automate the report once the required data can be successfully generated manually.

     

    What Is Supported?      ▲ ▼

    • GL Export Activity currently supports the Swiftpos API-based GL integrations for:

      • MYOB AccountRight
      • NetSuite REST API
      • XERO Basic
      • XERO Advanced

       

    • Refer HERE for what is NOT supported.

     

    What To Consider?      ▲ ▼

    • Refer HERE for information regarding Swiftpos General Ledger Integrations.

     

    When Is It Used?      ▲ ▼

    Used to confirm that GL exports have occurred and review information recorded during the export process, including:

    • Successful exports
    • Failed exports
    • No-data results
    • Warnings
    • Validation messages
    • API errors
    • General Journal activity
    • Supplier Invoice / Purchase Journal activity
    • Terminal Cash Off activity, where supported

    The report captures activity from supported automatic End of Day exports and supported manually initiated GL exports.

    This provides customers and Swiftpos Support with a simpler way to review GL export activity without relying solely on local application or End of Day service log files.

     

    How To?      ▲ ▼

     

    How To Run The Report Automatically?      ▲ ▼

    This report can be run automatically by configuring it as a Batch Report. Refer HERE for more information.

    This can be useful for Venues that automatically export financial data overnight as part of the Swiftpos End of Day process.

    For example:

    6:00 AM – End of Day processes the Venue's GL exports.

    7:00 AM – GL Export Activity is generated as a Batch Report and emailed to the required recipients.

    This gives Venues a daily report that can be reviewed to confirm the expected GL export activity occurred.

     

    How To Run The Report Manually?      ▲ ▼

    • Navigate to the Administration menu in Back Office.
    • Select the Reports option, to open the Reports screen.
    • Expand the Admin option.
    • Select the GL Export Activity Report (ADM012) option.
    • Select the Period. Select a period that includes the data to be reported.
    • Select any filters/options applicable to the report.
    • Select the Preview option to generate the report.
    • Review the report.

     

    End of article      ▲