Export templates

Use export templates to export ACTIVE Net's financial and transaction data so that it can be imported into your organization's main system.

 

Each export template includes a header and one or more columns. You can specify rules for each column to determine how the information is displayed so that it can be properly imported into another application.

Go to section

Export Templates Header List page

Change Export Template Header page

Change Export Template Detail for Export page

Change Export Translation Rule page

Location

Administration > Financial Settings > Export Templates

Importing, adding and modifying

To import a Template

From the Export Template page, click Import Template to open the Import Template page, where you can select a file to import.

To add a header

From the Export Template Header List page, click Add New to go to the Change Export Template Header page, where you can create a new header.

To modify a header

From the Export Template Header List page, click an underlined Name to display the Change Export Template Header page, where you can make any necessary changes.

Export Templates Header List

The following options are included on the Export Templates Header List page:

Name Type Description

General

Name

Hyperlink

Click this link to go to the Change Export Template Header page, where you can modify an existing export template header.

Base Type

Text

View the base type for the export template:

  • Cash Receipts

  • Expense

  • Financial

  • Instructor Hours

  • Transaction

  • Refund

Output Type

Text

Output type of the export template:

  • Comma Delimited

  • Tab Delimited

  • Fixed Length

  • XML

 

Note: You can override output type when you perform the export.

Export Type

Dropdown list

The export type of the export template:

  • Summary - Shows 1 line for each GL account.

  • Detailed - Shows 1 line for each transaction.

  • N/A - For export templates with an Expense base type, there is no export type. 

 

Note: You can override the export type when you perform the export.

Actions

Details

Hyperlink

Click this link to go to the Export Template Detail List page, where you can add column and increment details.

Copy

Hyperlink

Click this link to go to the Change Export template Header page, where you can modify export template header details.

Export

Hyperlink

Click this link to select where to export the file into your system.

 

Export Template Header

The following options are included on the Change Export Template Header page:

Name of Field Type Description

Name

Text

The name of the export template.

Required.

Record ID

Read only

System-assigned record ID of the export template, to be used only by the polling application for triggered exports.

Output Type

Dropdown list

The default output type of the export template: 

  • Comma Delimited

  • Tab Delimited

  • Fixed Length

  • XML

 

Note: You can change the output type when you perform the export.

Header Row Template

Dropdown list

Select the template for the header (first row) to determine its formatting.

Trailer Row Template

Dropdown list

Select the template for the trailer rows (all rows below the header row) to determine their formatting.

Export Type

Dropdown list

The default export type of the export template:

  • Summary - Shows 1 line for each GL account.

  • Detailed - Shows 1 line for each transaction.

 

Note: You can override the export type when you perform the export.

Base Type

Dropdown list

Select the basis for the export template: 

  • Expense - payroll items

  • Financial - General Ledger accounts

  • Transaction - transactions

  • Refund - refund details

Include Detail Header?

Checkbox

Option to include the detail header.

 

If this option is checked, then the first line of the export template is header text.

 

If this option is not checked, then the first line of the export template is the first line of data.

To add columns

From the Export Template Header List page, click the Details link of a header to go to the Export Template Detail List page.

 

From here, click Add New to go to the Change Export Template Detail for Export page, where you can create a new record.

To modify columns

From the Export Template Header List page, click the Details link of a header to go to the Export Template Detail List page. 

 

From this list, click a Column to display the Change Export Template Detail for Export page, where you can make any necessary changes.

Change Export Template Detail for Export

The following options are included on the Change Export Template Detail for Export page:

Name of Field Type Description
Contents Dropdown list Name of the raw data element or field in the database tables that can be included in the export.
 
Select User Defined to define a new field/column that is not in the database.

Header Text

Text

The first line of the export template.

 

This only appears as header text if the option to Include Header Detail is selected.

 

If this option is not selected, then the first line of the export template is the first line of data.

Text

Text

If User Defined is selected from the Contents list, then the name of the new field/column value is defined here.
Prompt for Value? Checkbox If User Defined is selected from the Contents list, then the value can be prompted at the time the export is generated.
 
You can use this to record the name of the person running the export or the day the export was run.
Column Order Numeric The order in which the columns are outputted.
 
Entries with the same column order number are outputted in the order they were entered when creating the export template.
Column Width Numeric The column width to be used for fixed length exports.
Absolute Value? Checkbox Option to show all numbers as positive. 
 
This is commonly used to switch credit and debit values from ACTIVE Net by creating a leading or ending minus sign to show negative value in a separate field.
Math Operator Dropdown list Choice of operator to apply to contents.
 
Includes Math Operations and Left or Right subset options.
Operator Value Numeric Number to complete the operation started with the math operator.
 
A common example is to multiply a number by 100 to eliminate decimals.
 
Also used to define the number of characters to print using left, right or subset strings.
Substring Numeric Subset character to print in addition to string defined by math operator above.
Qualifier Text Character to print before and after contents.
 
Typically this is a " to deal with comma delimited export templates, or it is left blank.
Format Text

Enter a numbering format.

 

This affects the date and time, and numeric fields.

 

You can enter the name for a standard template:

  • "converttohex" - Convert the number to an integer value, but display as a hexadecimal value (e.g. 16.6 displays as 11).

  • "general number" - Use for any number.

  • "currency" - Use to display monetary amounts (e.g. $100).

  • "percent" - Use to display percentages e.g. (20%).

  • "fixed"- Same as "general number".

  • "standard" - Same as "general number".

  • "phone number" - Use to display a phone number with the area code and extension (e.g. "(###)###-#### x###").

  • "starts with "(###)" - Use to display a phone number with the three-digit area code first.

 

Alternatively, you can enter a custom format using any combination of the following characters:

  • 0 - A digit or lead zeroes.

  • # - A digit or nothing at all. There is no pattern character to provide lead spaces for creating a fixed length pattern.

  • . - A decimal point.

    • Note: The actual character displayed is location-specific (for example, a period in North America, but a comma in Europe).

  • , - Use a comma to group digits (e.g. 1,000,000).

    • Note: The actual character displayed is location-specific (for example, a comma in North America, but a period in Europe).

  • E - Exponent separator.

  • ' - Use a single quote  to surround decorative characters, including embedded spaces. e.g. "'$'###,##0.00".

  • ; - Use a semicolon to separate the pattern for positive numbers from the pattern for negative numbers.

  • % - Use a percentage to display a ratio as a percentage. For example, "##0.0%", multiplies the displayed value by 100 and displays a decorative trailing %.

 

For date formats:

 

For example: November 26th, 2009

  • mmddyy would return 112609

  • mmmddyyyy would return Nov262009

Trim Rules

Dropdown list

Trim rules determine how values are formatted when you create the financial export.

 

For example: If a string="     abc     "

  • No Trim: Selecting this option means all the spaces should be left in the string. The string="     abc     ".

  • Left Trim: Selecting this option means spaces to the left of the string should be deleted. The string="abc     ".

  • Right Trim: Selecting this option means spaces to the right of the string should be deleted. The string="     abc".

  • All Trim: Selecting this option means all the spaces in the string should be deleted. The string="abc".

 

If a field length is ten character spaces, for example "abcdefghij", and you just enter four character spaces "abcd", then:

  • Left Pad Zeros: Selecting this option means to pad the field with zeros on the left. For example: "000000abcd".

  • Right Pad Zeros: Selecting this option means to pad the field with zeros on the right. For example: "abcd000000".

  • Left Pad Spaces: Selecting this option means to pad the field with blank spaces on the left. For example: "      abcd".

  • Right Pad Spaces: Selecting this option means to pad the field with blank spaces on the right. For example: "abcd      ".

Custom Question

Dropdown list

Custom question.

 

This field only appears if one of the following choices is selected from the Contents list:

  • Account Creation Question Answer

  • Account Creation Answer Code

  • Transaction Question Answer

  • Transaction Answer Code

Name Format

Dropdown list

Select the order to display first and last names for columns that include a full name.

Increment Details

(enabled only if User Defined is selected in the Contents list)

Increment Column

Checkbox

Option to automatically specify the value of the column for each record exported, starting with the Increment Start value for the first record, and incrementing the value for each succeeding record by the Increment Step value.

 

For example, the first record exported may be assigned the value of 100, and with an Increment Step value of 1, the next exported records will have the values of 101, 102, and so on.

Increment Start

Numeric

The initial value of the column that is assigned to the first record exported.

Increment Step

Numeric

The value to add to the column for each succeeding record exported.

 

To add new column translation rules

From the Export Template Header List page, click the Details link of a header to go to the Export Template Detail List page. 

 

From this list, click the translation Rules link next to a particular column to display the Export Template Detail List page.

 

From here, click Add New to go to the Change Export Translation Rule page, where you can create a new record.

 

To modify column translation rules

From the Export Template Header List page, click the underlined Details link of a header to go to the Export Template Detail List page. 

 

From this list, click the translation Rules link for a column to display the Export Template Detail List page. 

 

From here, select an underlined Source Value link to display the Change Export Translation Rule page for this column rule, where you can make any necessary changes.

 

The following options are included on the Change Export Translation Rule page:

Name of Field Type Description

Source Value

Text

Leave as default If Column Data Is.

Operator

Dropdown list

The operator to be used for comparison, as selected from =, >, <, >=, <=.

Comparison Value

Text

Value expected to be returned from the database.

Translated Value

Text

Desired value to export instead of database value.

 

For example:

If the payment types are number coded where 1 means Cash, 2 means Check, etc., and you would like to have the words exported instead of the number codes, the rules would be configured for the Payment Type column as such:

Source Value If Column Data Is
Operator =
Comparison Value 1
Translated Value Cash

 

Source Value If Column Data Is
Operator =
Comparison Value 2
Translated Value Check

 

Note: The number of rules depends on the number of codes (for example: 3 = Credit Card, 4 = Credit Memo, etc).

Related topics

Return to Financial Settings