Accounting Interface Exports
Main Menu - Reports - Interface Exports
Used to export general ledger (and other) accounting data to external systems.
Three interfaces are available. All interfaces will export in an XML data format. The interfaces are:
Billings: All items billed will be exported. (Leases only)
Depreciation: Book depreciation will be exported. (Leases only)
Leveraged Financing Payments: Principal and interest will be exported.
Payments: Payments which have been added to open batches will be exported.
Intellect: Proprietary collections product. Delinquency data will be exported in Intellect's format. (Ignore the file layouts in this help. If you need file layouts, please contact ALMSys Support.) The interface is always run as of today's date. When exported, 3 files will be created: 1) accounts.lse, 2) customer.lse, and 3) pmthist.lse. Instructions for Intellect exporting may be found at the end of this help topic.
Deferred Revenue: Deals with current period deferred revenue will be exported.
When to Run
Each interface should be run on a monthly basis. However, each may be run whenever desired. Exported data is controlled ONLY by the date range that you input, with the exception of exporting payment batches.
Payment batches should be exported as you post payments every day.
Interface File Layout
The Quorum XSellerator interface is created in an XML database format. Each record contains the following data fields:
XPT_Key: A sequential record number (Integer)
XPT_StartDate: Starting date of the date range used to export the data (Datetime)
XPT_EndDate: Ending date of the date range used to export the data (Datetime)
XPT_LocNo: Location number (Integer)
XPT_ControlNo: Control number (String)
XPT_AccountNo: ALMSys account number (String)
XPT_DealNo: ALMSys deal number (Integer)
XPT_Ledger: External ledger number affected (String)
XPT_Amount: Amount of the transaction (Floating Point)
XPT_Source: Source identifier (see below) (String)
XPT_Comment: Comments about this transaction (String)
XPT_MonthNo: Periodic payment number (Integer)
XPT_BankNo: Bank number for leveraged financing only (Integer)
XPT_Dept: Department number, used in billings export only (String)
The Source field is used to convey where the data originated. Here is a list of sources:
The ALMSys Accounting interface creates journals directly to ALMSys Accounting and there are no exported data files to import. These journals are not posted by ALMSys; you have to get into ALMSys Accounting in order to post the journals.
The DealerTrack interface is created in a tab-delimited, "gle" file. Each record contains the following data fields:
Ledger account number
Control number (as either the Deal "External number" field, which needs to match the DealerTrack customer number, or it is the Deal Control Number field, which needs to match the DealerTrack stock number) The value of this field is controlled in Overall Control maintenance.
Control number (as Document #)
Control number (as Reference #)
(On the grid, the "Comments" column will contain the deal's External Number.)
The CDK interface is created as a Windows Clipboard copy and paste. The layout is:
Company number (optional)
Ledger account number
Amount (decimal point removed and 2 decimal places assumed at end)
External reference number (from Deal - General screen. This must match the CDK account number.)
Control number (This must match the CDK lease number.)
Description (Filled in with the ALMSys account-deal.)
This data is formatted as comp.LLLLLL.$$$$$$.eeeeee.cccccc.dddddd. for each line.
(Please note that the order of the External reference number and Control number fields may be reversed, if desired. This is controlled on the Exports page of the Overall Control maintenance.)
The screen is presented in wizard-style. Select the interface desired by pressing its button. The last time that you exported the interface data is listed, along with the information used to create the export.
Make sure that you have the locations selected and that they are not combined. (Payment batches are NOT location sensitive.) Press Next.
If you are exporting a payment batch, then you will see a Get Open Payments Batch and Proceed button. If you want to review the payment batches before they are turn into journal entries, then click Next. That will take you to the Payments Interface Batch Control screen. If you want to go straight to the journal batch that will be exported, then click the Get Open Payments Batch and Proceed button. The first "open" (non-exported) batch found will be displayed. This will skip over the "Date Range" page and go directly to the "Results" page.
The calendars will be set to the next day after the last ending date, through the end of the month. Typically, this will be the next entire month. Prior export information is provided for convenience. Speed buttons are provided to assist in setting the calendars to the correct date range.
When the date range is accurate, press Next.
The data will be extracted from the ALMSys databases and displayed on the screen. The data may be resorted by any of the columns simply by clicking the corresponding column heading.
Warnings and errors will be tallied and displayed at the bottom of the grid. A warning will be issued for each negative amount found and will appear in yellow. An error will be issued for each item that does not have a ledger account assigned and will appear in red. If exporting to DealerTrack, an error will be issued for each item that does not have an associated External Number assigned. The only way to correct errors is to exit the export screen and input the ledger numbers where necessary (the Chart of Accounts Maintenance is a good way to correct errors), or to input the deal's External Number. Ledger accounts are stored in three locations: Location Settings - Ledger record(s), AMPTax maintenance that is accessed from the General Billing screen for any deal, or Lease Charges Master Maintenance.
You may click on the counter for the warnings or errors to search for the next warning or error in the grid.
Records that have the same control number and ledger number may be combined into one record before the data is exported. Combined data will add the amounts together in order to create a summary record. This step is not required from an ALMSys perspective, but may be required for your ledger interface. To condense, simply press the Condense button.
Press the Export button to create the export file. Each interface has a default filename. You may use this filename or change it to anything desired. The location in which you save this file will be remembered for the next time you export this data. Upon completion, you will be returned to the Start page. (Once a payments batch has been exported, it will be marked as such.)
Two reports are available from the Results page: Journal Entry Detail and Journal Entry Summary. These reports are available on the Reports menu and will present the export data in a more readable format.
You may also export the interface data to Excel, via the File - Export as Excel Data menu item.
What is Exported
Billing: Principal, interest, late fees, etc.. Every component that is billed is exported.
Depreciation: The monthly accumulated book depreciation amount.
Leveraged Financing: Monthly principal and interest amounts. For terminations, the payoff principal and interest amounts will be used.
Payments: The entire payment amount.
Deferred Revenue: The current period deferred revenue amount.
For all interfaces, other journal entries (if defined) will be exported as part of the data file. Other journal entries (except payments) are controlled by the month number in the term of the data.
Both sides of each transaction is exported (ledger account and offset ledger account). Through the account maintenance screens, you may control the sign for each side of the transaction.
All ledger interface journals are saved to the History page and are kept for two years. Saved journals may be reloaded to the Results grid for reporting or re-exporting. A saved journal may also be reversed and exported.
(The Journal Export History grid will be "condensed" every 90 days. You may see this go by when an export is done. This is done in order to reuse saved batch numbers that were eliminated as the result of purging old batches.)
Journal Entry Detail
Journal Entry Summary
If the Intellect button on the Start page is not enabled, then you must return to the main screen and enable the Intellect Export via Tools - Overall Control.
Exporting to Intellect is a very simple procedure. First, make sure the correct locations have been marked for processing. Then, press the Intellect button and click Next. This will begin the load process. This process is slow, as there are many special calculations that need to be performed on each lease for the export. The record counter at the bottom of the screen will convey the number of leases processed.
When the data load has been completed, the results will be displayed. The data may be resorted by any of the columns simply by clicking the corresponding column heading.
Create the export files by pressing the Export button. You will be asked for the folder to which the files are to be saved. The location will be remembered for future exporting. The final export process is also a bit slow, as it needs to gather additional customer, lease and payment data for exporting.
When completed, you will be returned to the Start page. You may exit from there.