Exporting GL Integration Files

Overview

Most integrations are accessed from Reports > Integrations.

The below information relates to integrations that require files to be exported out of Astute and then imported into your Accounting software. This Article does not apply to the Xero v2 and MYOB v2 integrations.

When is Data Ready to be Exported?

The GL Integration picks up all data in the right status to be exported and is yet to be exported. For the majority of integrations, the following statuses are used:

• Sales - when an invoice is sent
• Payments - when a payment is received
• Wages - when a pay run is paid
• Liabilities - when a pay run is paid

Once you have exported data, it is marked as Exported and won’t be presented again unless the export is reset.

Report Summary

The Reports > Integrations screen will automatically summarise the data that is ready to be exported in the Report Summary.

You can use the Report Settings to filter the data that is shown for a specified period.

Data Validation

Data is validated to ensure that all required information is available to successfully import into your GL. Validation errors will show on the Reports > Integrations screen, if applicable.

You can review these errors without running the export, so that you can identify and correct any configuration issues ahead of running the export.

The errors that appear will depend on the integration you're using. There may be some mandatory requirements for one integration that are not required in another.

Fixing Validation Errors

The validation screen details the error and, where possible, provides a link you can follow to fix the problem.

If you are using the GL Hierarchy, the validation does not know where you want to set the GL code in the Hierarchy. It will only identify that the code is missing, and you will need to determine where to set the data.

GL information for Payroll Data is generated during the export, so to fix the issue you will need to ensure that the information is set in the required field.

If you have generated an invoice and an item on the invoice is missing a GL code, you will need to amend this directly on the invoice.

To do this:

1. Enable the ability to Edit Sent Invoices from Config > Invoicing > Invoice Admin > Allow Editing of Sent Invoices.
2. Open the relevant invoice and expand the items to identify any that are missing codes.
3. Click the pencil icon to enable the data entry field if a code needs to be edited, or set the missing items.
4. Click Save.

While you might need to fix data on the items that have already been created, you need to ensure that you correct the issue at the source so that it doesn’t occur again.

Run the Export

Data is exported via the Export drop-down on the Reports > Integrations screen.

Click the file type to export and this will automatically download for you.

Reset Exported Data

NOTE: This option is not applicable to the Xero v2 or MYOB AccountRight Live integrations

Exported files are tracked in the Reports > Integrations > Export History report.

If there is an issue with a file that you have exported, you can reset the file. This will make all of the items that you have previously exported available to export again.

This data will return to the Reports > Integrations screen, where it will combine with any other outstanding data ready for export. If you need to re-export the data separately, you will need to either:

• Clear or export all other data prior to resetting the export; or,
• Use the Report Settings > Date Range filter to separate the data.