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Accounts Interface Report

What Is It?

The Accounts Interface takes the raw data from within the system, for example sales, purchases, rebates, stock adjustments, and so on, and translates them into account transactions suitable for entry into a third party system. There are 7 different accounts interface report formats, as defined on the Location Accounts basic tab. See Accounts Interface Report Formats for more information.

The report shows the transactions which need to be posted to the general ledger. It uses data from Location Accounts to cross-reference the data in the system to the general ledger account codes.

The report uses internal counters to determine the data that should be reported. As summary of these codes is shown at the end of the report. This is for auditing purposes only. It is not data that is posted the general ledger.




What Are The Report Parameters?


Transactions will be extracted for the selected location. If this is a group, all locations within the group will be extracted.

Separate Locations 

If this is checked on, a separate report will be generated for each location. If it is checked off, one report will be generated for all the locations.

Update Data As Processed 

When you run the report, it will show all data since the last time the data was extracted. If this flag is checked on, it tells the system that the data has been definitely extracted. Next time the report is run, it will use this as the starting point to get the next set of data. You might run the report once with this option checked off so you can check the data, then you would run it again with the option checked on to finalise the data.

From Date/To Date

The report keeps track of internal counters to ensure it gets all data since the last extract. This is the most efficient means of ensuring all data is extracted properly. However, if you want to run the report for a previous date range for auditing purposes, you have to use these options. If you leave these dates empty, the report runs in its normal mode, that is it uses the internal counters to determine the new data. If you enter the dates it ignores the counters and uses the dates to extract the data.

Note: Because the selection criteria used for data extraction are different, there is a very slight possibility that different results may occur. This is highly unlikely but you should be aware the possibility exists.

Show Low Level Details

If this is checked on, the report will show every single transaction that has effected the accounts. This means every item on every sale, every invoice, and so on. As you could imagine, this can result in a lot of data being generated and is usually only used for audit purposes. By default the option is checked off, which means only summary transactions are generated.

Select Output Currency

When the accounts interface report is run, it generates a output file for the location in its local currency. This can changed via a drop down list prior to running the report. If the combo is left blank, the report will continue and use the default currency of the location.

Discard Report Content

If this is checked on, the report will not generate any data on the report. A report will still be generated however with a line indicating the accounts export file has been created.

Paper Requirements

This report prints on A4 paper in Landscape mode.

Sample Report

Figure: Example Accounts Interface Report for the DRS accounts package

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