Export Contribution Data to AccountEdge

This document describes how to export contribution data from your database to the AccountEdge software product. AccountEdge is a general ledger product sold by a number of different companies, and there are different editions/companies for different countries. More details abount our compatibility with different editions here

Planning

The data contained in the exported files depends heavily on the configuration of your database. Before entering financial data into your database, you need to review (and update as needed) the configuration of the following areas of your database with your treasurer and your CPA:   Financial Types, Financial Accounts, and Payment Instruments. These configuration screens can be reached by clicking "Administer ... CiviContribute" in your database back-office. Make sure you have signed up for the Pogstone webinar called "Bookkeeping 201" which covers these essential configurations and accounting batches in depth, and is the foundation of how you send data to your general ledger.  More general documentation about  accounting batches is available at this link

Note: You CANNOT export data to "AccountEdge Header" accounts. In your Pogstone database, review your Financial Accounts to verify that is not an issue. 

Create a test copy of your AccountEdge company file. Do NOT import data into your production company file until you are comfortable with how things look in your test copy of the company file.  

Process

Choose the following process based on your accounting basis and software product:

    CASH BASIS (AccountEdge Desktop)

    Part 1: Organizing your Contributions

  1. Click "Finances ... Accounting Batches ... New Batch"
  2. Name the batch  "deposit something 2014-03-18"  The begining of the batch name can be anything you like. but IT MUST END with the date formatted as "YYYY-MM-DD" without quotes. January 1 2014 would be formatted as 2014-01-01.    NOTE: The date in the batch name will be used as the date to send to AccountEdge.
  3. Add relevant records to the batch. You can click "Edit search criteria" to narrow the information listed to what you prefer, such as only records from the current week or certain payment instruments. The system will never list records that are not eligible to be in this batch. (Such as they are already part of a different batch)
  4. When you are done with your batch you can choose to only close it or close/export it to your general ledger. (Choose "CSV for AccountEdge" format when asked for file format during export) 

Note: Exported batches cannot be reopened nor changed. 

Part 2: Reviewing the data in Excel

(Note: Pogstone plans to make this section entirely optional)

  1. After clicking to export the batch, the CSV file will be downloaded to your web browser. Your web browser will ask if you want to open or save the file. Choose "Open" whcich results in the file being opened in Excel.
  2. In Excel, highlight the entire row 2. Then click "Insert" to insert an empty row above row 2.
  3. Highlight the entire column "C". Then look In the lower right corner of Excel: you will see the the grand total of this column. If the entire column is for one asset account, then that Excel total will match your Pogstone batch total amount.
  4. In Excel, click "File ... Save as" and save this file. (The file format should be "CSV (Comma Delimited)" ) You can save the file to any location you can remember.

Part 3: Importing data into AccountEdge

  1. In AccountEdge Desktop, click the menu "File ... Import Data ...General Journal Entries". 
  2. In the screen that appears, choose "First row is header row" and Import File format: comma delimited then click the "Continue" button
  3.  Browse to the CSV file that you saved in an earlier step. (be sure to click all file types in the lower right corner!) 
  4. You should now see a screen listing the CSV column headings on the left side. This should ONLY list Date, Account Number, Credit Amount, Debit Amout, Memo. You should NOT see any other items listed on the left, and there should NOT be a scroll bar.   On the right side, all possible AccountEdge fields will be listed.
  5. Click the button labeled "Automatch".  This should cause the right side of the screen to change. The AccountEdge fields named Date, Account Number, Credit Amount, Debit Amout, Memo should each be mapped to the Pogstone CSV field of the same name. (You can manually adjust the mapping, however in our testing the automatch correctly mapped all our fields) You should see the following after clicking Automatch:
  6. Click the "Continue" button.  You will see a status bar while the import is running. Once the import is complete,  you should see a completion message such as "28 Records imported.  0 warnings. 0 errors"
  7. Review the results in AccountEdge Desktop. Note that AccountEdge Desktop will import the entire file. This is why its important to test this process on a COPY of your  AccountEdge company file before importing data into your production company file the first time.

NOTE: These instructions have been tested and verified with AccountEdge (U.S. Edition) running on Microsoft Windows and Microsoft Excel (version 2013) on Windows. If you have issues or success with other versions/editions, please let us know. For AccountEdge support, contact one of the following companies

Country/Area Company Name Website
U.S. & Canada Acclivity Group LLC http://accountedge.com
http://acclivitysoftware.com
Australia & New Zealand MYOB Technology Pty Ltd. http://myob.com.au
United Kingdom Mamut Software Ltd http://www.mamut.com/uk/

 

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