How to run the financial export
Once the interface has been deployed to a computer. The follow steps can be used to generate the file needed to export into the financial system.
Data Export Tool
The Data Export tool should be available as an icon on the desk top.If not then you should contact you IT support team to arrange for it to be installed.
Once opened you should see the above screen.
Set Date Range
Check the 'Specify Date Range' option to allow the export period to be defined. This should reflect the billing period you wish to work with i.e. Monthly, Weekly. These dates are used to filter the transactions based on the Date Out field for a transaction. This field is an effective date and does not always reflect the date the record was captured as tickets can be back dated, as in the case of ticket corrections.
Set the End Date to the last date of the period to be exported. In the above example the end date is the last day of July. However the Start Date is set to start two months prior. This is to allow any corrections made to transactions captured during the June period. If a June transaction was corrected in July it would still have a June Date Out date.
Note: Most export scripts are designed to not show tickets from the current day. This means you should always run the export after the last day of the billing period.
Preview
Once the period has been defined you should run the Preview. This will generate the export file but will not mark the transactions for export. This will allow you to check the data in the file and make adjustments where necessary.
Run
Once the preview data has been checked and any adjustments have been made, the full export can then be run. Once this runs the transactions will all be marked as exported and making adjustments to these transactions will be limited to computers configured to allow exported transactions to be canceled.
The file will be generated in the folder that is configured in the Export Settings.
Warning:Opening the export file in MS Excel and then saving back to the text file format, may result in corrupted data as Excel will attempt to reformat data once open. Any direct adjustments to the file should be avoided as it is better to get the script fixed rather than edit the file. If editing is required you should open the file in a text editor like Notepad.