GL Export

This export contains General Ledger (GL) data for TrackAbout generated rental invoices.

Transfer Mechanism

• This export is kicked off at the end of a rental run. Typically once a month.

• A file is dropped into a TrackAbout hosted FTP site in a designated folder.

File Name

Here is an example file name:

GL_2010.05.03.20.57.16_85_18051.08.txt

The file name is automatically generated, and made up of the following, with separated by underscores. This creates a unique file name and also provides total fields that can be used by the business system to ensure that it read in all rows in the file.

• Prefix: GL

• Date: 2010.05.03.20.57.16 (This is equivalent to 5/3/2010 20:57:16)

• Number of rows: 85

• Grand total for all of the positive numbers in the "Amount" column: $18,051.08

  NOTE

  The total for the entire Amount column always sums to zero. So this total is just the sum of the positive values in the column. In other words the total amount of money represented in this GL file.

• File type: .txt

File Format

• File is a comma delimited ASCII text file.

• Fields in file:

Field	Example	Format	Notes
Location	3	Text, Max 12 char	This is the code used in the business system for a given location. The data is rolled up based on the GL Code as well as the location that gets credit for the rental for each customer.
GL Code	TACR	Text, Max 255 char	This is the GL Code. Any kind of charge configured in TrackAbout will have a corresponding GL code setup. There is also a code setup for all AR entries. These codes must exist in the business system.
Amount	100.00	Numeric, Two decimal places	This is the amount of the GL entry. To be consistent with double entry book keeping, the totals in this column in the file always add up to zero. Customer invoices are entered as negative numbers. The only positive numbers are for AR entries. There is no thousands separator and no currency symbol, just the number.

Example Data

Here is an example of the rows in the file. (Where "1201" is the special code used for AR entries)