Before an export can be created, the Chase Administrator (in consultation with the agency's Financial Controller) needs to provide Chase with certain information about the accounting package being used. As this function may require technical intervention, Chase Support must be present to assist with the activity.
Below are steps to show you how to configure Export settings.
- Click the Settings button on the Ribbon.
The Configuration screen is displayed.
- Click the Export Settings item in the Configuration tree.
The Export Settings screen appears.
Enter the company code in the Company Code field.
Within the accounting package, more than one company can exist, similar to multiple configurations within the Chase database. To ensure the exported files are sent to the correct set of books, the Company Code as set up within the accounting package is specified here. If multiple companies exist on your server, the Company Code must be unique.
Click on the drop down arrow on the Accounting Package field, and select the correct accounting package.
Carefully select the correct version of the Accounting Package, as export formats and methods can differ between different versions of the same package.
By default, no Export Definitions are set within this Accounting Package drop down option. To set this up, you need to obtain the correct files from the FTP. If non-standard definitions are required, they need to be custom generated and will involve a cost to the agency.
For more details please contact Chase on http://www.chasesoftware.co.za/contact/.
In this example, Pastel 14 Invoices was selected.
Enter any commands or settings required by your specific accounting package to import information into its database, in the Export Parameters field.
Details of these elements can be obtained from Chase Support ( http://www.chasesoftware.co.za/contact/), as well as from the package developer's product information.
Enter a default posting account that is used for categorising products, in the Product Posting Group field.
Ask Chase Support for more information about this posting account.
- Enter the account number to which sales transactions (Tax Invoices and Credit Notes) are posted by default, in the Sales GL Account No field.
- Enter the account number to which purchase transactions (Supplier Invoices and Supplier Credit Notes) will be posted, in the Purchases GL Account No field.
- If your agency or accounting package uses provisions for jobs that have been completed but for which all costs have not been accounted by period end, enter the account to which WIP provisions will be posted in the Provision (WIP) GL Account No field.
Check the Advanced Period Change checkbox.
Selecting the Advanced Period Change checkbox allows you to edit the Accounting Period and indicate the financial period in which transactions will be created, once imported into the accounting package.
- Select the financial period and related calendar month and year, in the Accounting Period fields.
- In the Accounting Period Cut-off Day field, select the relevant option that indicates when the financial period ends.
- Check the Allow 13th Month checkbox if the agency's accounting officer permits a 13th financial period for posting belated financial transactions (for example, auditor's adjustments or income and expenditure falling in the year but posted after year end).
- Click on the drop down arrow in the Rights Required to Change Accounting Period field, and select the User right required to move the accounting period forward or backward when running the Export Wizard.
- Click the drop down arrow in the Rights Required to run the Export Wizard field, and select the User right required to run the Export Wizard.
From the Users with rights to run Export Wizard table, click on the drop down arrow in the Export Type field against each User and select the relevant export type.
The type of export operation the user can perform is set under Access Rights > Forms > Export Wizard.
- Once all necessary information has been entered, click the Save button.