Page tree
Skip to end of metadata
Go to start of metadata

Exporting is the process of sharing or combining information between two or more systems.  Chase's financial transactions can be exported to many major accounting packages, such as Pastel, Quickbooks, and Navision.

Before an export can be created, some export settings need to be set up.  For more information on Export Settings please see how to setup an Export.




 Screen layout

Export Settings screen

The Export Settings screen allows you to set up the Accounting Package to be used for exporting and provide some information to assist with integrating the two systems.



Export Wizard

This screen has six tabs which allow each document name to be arranged under the correct tab, making it easy to differentiate between Tax Invoices and Supplier Invoices.
On this screen, you can view all documents to be exported, and export them.



Export Archives screen

This screen shows you all exported documents.


 Field Help

Export Settings screen

Buttons and Fields

Description

Company

Agencies company name.

Company Code

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.

Accounting Package

Allows you to identify and select your Accounting Package. Be careful to select the correct version as export formats and methods can differ between different versions of the same package.

Export Parameters

In the Export Parameters field, enter any commands or settings required by your specific accounting package to import information into its database. Details of these elements can be obtained from Chase Support and the package developer's product information.

Production Posting Group

If required by your accounting package, enter a default posting account that is used for categorising products. Ask Chase Support for more information.

Sales GL Accounting No

Enter the account number to which sales transactions (Tax Invoices and Credit Notes) are posted by default.

Purchase GL Account No

Enter the account number to which purchase transactions (Supplier Invoices and Supplier Credit Notes) will be posted.

Provision (WIP) GL Account No

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 this field.

Advanced Period Change

Allows you to edit the Accounting Period fields.

Period Cut-off Date

This field displays the full date selected in the Accounting Period Cut-off Day fields.

Accounting Period

Indicate the financial period in which transactions will be created once imported into the accounting package.

a) To indicate the desired financial period, click the first field's drop down arrow and select a period number.

b) To indicate the calendar month related to the selected financial period, click the second field's drop down arrow and select from a list of months.

c) To indicate the calendar year related to the selected financial period, click the third field's drop down arrow and select from a list of available years.

Accounting Period Cut-off Day

This field only appears if the Advanced Period Change checkbox is checked.

In the Accounting Period Cut-off Date field, either:

a) select the Month End radio button to indicate that the financial period ends on the last day of the month, or

b) select the Day radio button to indicate that the financial period ends on the same day every month. Click the drop down arrow of the field that appears and select from a list of days in the month chosen in Accounting Period b) above.

Allow 13th Month

This field only appears if the Advanced Period Change checkbox is checked.

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), check the Allow 13th Month checkbox.

Right Required to Change Accounting Period

This field allows you to specify the user right required to be able to move the accounting period forward or backward when running the Export Wizard.

Right Required to run the Export Wizard

Used to specify the user right required to run the Export Wizard.

A user with rights to run Export Wizard

This option displays a list of users associated with the access rights indicated in the Right Required to Change Accounting Period and Right Required to run the Export Wizard above, showing:

a) the name of the user in the User Name column, and

b) the type of export operation the user can perform in the Export Type column, which is set under Access Rights > Forms > Export Wizard.


Export Wizard

Tabs and Buttons

Description

New Clients

All new Clients created in Chase will appear on the New Clients tab, waiting to be exported to the accounting package.

Client Inv.

This tab shows you all Tax Invoices ready to be exported with all relevant information.

Client Cr.N.

This tab shows you all Issued Client Credit Notes ready to be exported.

New Suppliers

All new Suppliers created in Chase will appear on the New Suppliers tab, waiting to be exported to the accounting package.

Supplier Inv.

Shows all Supplier Invoices captured and ready to be exported.

Supplier Cr.N.

This tab shows you all captured Supplier Credit Notes ready to be exported.

Report via Excel

This button allows you to download information under these tabs as an Excel spreadsheet.

Export

The Export button is used to export documents under the selected tab.



Export Archives screen



Columns

Description

Export Date and Time

Shows the day documents were exported and the time of the export.

Cut-off Date

Shows you the financial period ending on the same day every month.

File Name

Names of all exported files for that day.

Download button

Allows you to download the zip file.