Introduction to Exports in the Nominal Ledger

The 'Exports' function allows you to export certain information from your Standard ERP database to tab-delimited text files from where you can incorporate it in word processing programs for mailmerge, in spreadsheets for further statistical analysis or in page make-up programs for incorporation in publicity material or published reports. Alternatively and depending on which Export option you choose, you can often import the information into other Standard ERP databases or Companies using the 'Automatic' and 'Manual file search' Import functions in the System module. Remember that you can also print reports to disk, so most of the information that is stored in a Standard ERP database is available to other applications via the medium of the text file.

To begin exporting, click the [Routines] button in the Navigation Centre. A list of routines appears: click the [Exports] button in the list of routines to open the 'Exports' list window illustrated below. This lists the Exports that you can produce from the Nominal Ledger. You can also use the Ctrl-E (Linux) or ⌘-E (macOS) keyboard shortcut to open the 'Exports' list. Double-click the item that you need in the list. A specification window will then appear, where you can decide the contents of the exported text file. Click [Run] and a 'Save File' dialogue box will appear, where you can name the file and determine where it is to be saved. If you are exporting with the intention of importing into another Standard ERP database or Company using the 'Automatic' and 'Manual file search' Import routines, do not name the file with two leading minus signs/hyphens (e.g. --Data.txt). Information will not be imported from files named in this way.

There are also some Export functions relevant to the Nominal Ledger in the Integration module. To use these functions, you must log in as a Global User or Person whose Access Group explicitly grants full access to the Integration module. Change to the Integration module, and then proceed as described in the previous paragraph.

Please follow the links below for details about each export function:

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Accumulated Monthly P/L Report

This page describes the 'Accumulated Monthly P/L Report' Export function in the Nominal Ledger.

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The 'Accumulated Monthly P/L Report' Export function in the Nominal Ledger allows you to export the Profit & Loss report to file. The Profit & Loss report shows the sales turnover achieved by your company in the specified period. It also shows the total cost of sales and thus the gross profit, and the total overheads and thus the net profit of your business. The export file uses the same report definition as the Profit & Loss report, described here.

If the export period is a calendar month, the resulting text file will contain Account balances accumulated from the beginning of the financial year to the end of the specified month. If the export period is greater than one month, the export file will contain separate columns for each month in the period. The first column will contain Account balances for the first month (accumulated if it is not the first month in the financial year), the second column will contain Account balances for the first two months, and so on.

Period
Paste Special    Reporting Periods setting, System module
The report period. Enter the start and end dates separated by a colon (:).The Account balances in the export file will be calculated from postings (i.e. from Transaction rows) recorded during the period specified here. The first period in the Reporting Periods setting will be offered as the default. The period should be a calendar month or a financial year. The export file will contain separate columns for each month that is included in the period.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Enter a Tag/Object Code here if you need the Account balances in the export file to be calculated from postings with a particular Tag/Object. If you leave this field empty, the Account balances in the export file will be calculated from all postings, with and without Tags/Objects. If you enter a number of Tags/Objects separated by commas, Account balances will be calculated from postings with all the Tags/Objects entered.

Tag/Object Type
Paste Special    Tag/Object Types setting, Nominal Ledger
Enter a Tag/Object Type Code in this field if you want the export file to contain Account Balances calculated from postings with Tags/Objects belonging to a particular Tag/Object Type.

Including unspecified
Select this option if, for each Account, you want to export a balance figure calculated from postings with Tags/Objects belonging to the Tag/Object Type specified above and a second balance for all other postings.

Currency
Paste Special    Currency register, System module
If you specify a Currency here, the Account balances in the export file will be calculated only from Transaction rows with the specified Currency shown on flip C. The balances will be calculated using the figures on flip C of those Transaction rows: i.e. they will be in the chosen Currency. If you leave this field blank, all Transaction rows will be included in the calculations: in this case the calculation will use the figures in the Base 1 or Base 2 Debit or Credit fields on flip A (choose which Base Currency is to be used using the Values in options described below).

Language
Paste Special    Languages setting, System module
You can produce the Profit & Loss export in different Languages: enter the required Language Code here. The appropriate translations of the Account Names will be taken from the 'Texts' card of each Account record, while the translations for each report heading or sub-heading will be taken from the report definition (please refer to the Balance Sheet Definition page for full details).

If you do not enter a Language here, but you have entered a Language in the Company Info setting in the System module, the export file will be produced in that Language if you are using the Account Description in Company Language option in the Transaction Settings setting in the Nominal Ledger.

Accounts
Use these options to specify which Accounts are to be included in the export file and how their balances will be displayed.
All
This option will export all Accounts that have been included in the Profit & Loss report definition.

Used Only
This option will only export Accounts that have been used. This option is similar to With Balance below, with the exception that it also includes Accounts that have been used in the export period in such a way that they have no closing balances.

Groups Only
This option does not export balances for individual Accounts. Instead, it simply exports an overall balance for each line in the Profit & Loss report definition.

Used Groups Only
This option only exports balances for lines in the Profit & Loss report definitions that have been used.

With Balance
The export file will only include Accounts that have a balance at the end of the report period. An Account that has been used in the period in such a way that it has no closing balance will not be shown in the report. If you want such an Account to be included in the report, use the Used Only option above.

Values in
If you are using the Dual-Base system, use these options to specify whether the values in the export file are to be shown in Base Currency 1 or 2.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce an export file in your home Currency.

If you have entered a Currency in the Currency field above, the figures in the export file will be in that Currency.
Click the [Run] button in the Button Bar to proceed. A dialogue box will open, allowing you to name the export file and specify where it is to be saved. Enter a name for the file, and click [Save] or press the Enter key. A message window will inform you about the progress of the export process. When the export finishes, you can close the 'Export' window using the close box.

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Export functions in the Nominal Ledger and Integration modules:

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Consolidation

Please refer here for full details about the 'Consolidation' export function.

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Export functions in the Nominal Ledger and Integration modules:

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Key Financial Ratios

This page describes the 'Key Financial Ratios' Export function in the Nominal Ledger.

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Key Financial Ratios are various calculated values that you can use to evaluate your company's performance and to acquire a view about how the company is running. Key Ratios are fully user-definable and are calculated using formulae, working with Account balances and various constants. Common example Key Ratios are Turnover and Gross Profit.

The 'Key Financial Ratios' Export function will export values calculated using the Key Financial Ratios that you have defined using the Report Settings setting in the Nominal Ledger. It will not export values for any column definitions that you may have added to the report definition, but when running the Export function you will have the option to export separate values for each calendar month in the report period.

To run the 'Key Financial Ratios' Export function, ensure you are in the Nominal Ledger and click the [Routines] button in the Navigation Centre. Click the [Exports] button and double-click 'Key Financial Ratios'. The 'Specify Key Ratio Export' window will be opened.

Period
Paste Special    Reporting Periods setting, System module
Enter the period for the Key Ratios you want to export. The first period in the Reporting Periods setting will be offered as a default.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Enter a Tag/Object here if you want the Key Ratio figures in the report to be calculated from Transaction rows with a particular Tag/Object. If you enter a number of Tags/Objects separated by commas, only those Transaction rows featuring all the Tags/Objects listed will be included in the calculations.

Including Simulations
Click this check the box if you want the export to include simulated transactions. Simulation rows in which the Status is "Invalid" and "Transferred" will not be included.

One Column per Month
Select this option if you would like the Key Ratios to be calculated separately for each month in the selected period. The export file will contain separate columns for each month that is included in the period. If you do not select this option, Key Ratios will be calculated for the full period and will be listed in a single column in the export file.
Click [Run] to proceed with the export. A dialogue box will open, where you can name the file and specify where it is to be saved. Enter a name for the file. Click [Save] or press the Enter button. A message window will inform you about the progress of the export.

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Export functions in the Nominal Ledger and Integration modules:

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Monthly Balances

This page describes the 'Monthly Balances' Export function in the Nominal Ledger.

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The 'Monthly Balances' Export function in the Nominal Ledger will export monthly Account balances for each Account or for selected Accounts. The resulting export file will contain separate columns for each month in the report period and can be read directly by most word processors or spreadsheet programs, for further processing. You can restrict the export to a certain time period, certain Accounts and a Tag/Object.

You can specify whether the figures in the Monthly Balances export will be positive or negative depending on Account Type. To do this, use the check boxes in column 3 in the Presentation of Balances setting. For example, exported figures for Asset Accounts will obey the Assets check box in column 3 in the Presentation of Balances setting.

To run this Export function, ensure you are in the Nominal Ledger and open the 'Exports' list by clicking the [Routines] button in the Navigation Centre and the [Exports] button in the subsequent 'Routines' window. Then double-click 'Monthly Balances' to open the 'Specify Monthly Balances Export' window.

Period
Paste Special    Reporting Periods setting, System module
Enter the period for the balances you wish to export. The export file will contain separate columns for each calendar month in the period.

Accounts
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Fill out this field if you only want to export the balances for certain Accounts.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Enter a Tag/Object here if you need the balances in the report to be calculated from postings with a particular Tag/Object only. Unlike most Nominal Ledger reports, you can only enter a single Tag/Object here: if you enter a number of Tags/Objects separated by commas, the report will be empty.

Including Simulations
Check this box if you want to include the balances from simulated transactions in the export file. Simulation rows in which the Status is "Invalid" and "Transferred" will not be included.

Values in
If you are using the Dual-Base system, use these options to specify whether the values in the export file are to be shown in Base Currency 1 or 2.

If you are not using the Dual-Base system, use the Base Currency 1 option to use your home Currency.
Confirm by clicking [Run]. A dialogue box will open, where you can name the export file and specify where it is to be saved. Enter a name for the file, and click [Save] or press the Enter key. A message window will inform you about the progress of the export process..

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Export functions in the Nominal Ledger and Integration modules:

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SIE (Swedish Standard Import/Export)

The 'SIE (Swedish Std Import/Export)' Export function will only be available if the VAT Law in the Company Info setting is "Swedish". You can use this option to export accounting information in a standard format that you can then import into other systems. For more details, please contact your local HansaWorld representative.

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Export functions in the Nominal Ledger and Integration modules:

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Tag/Object Balances

This page describes the 'Tag/Object Balances' Export function in the Nominal Ledger.

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The 'Tag/Object Balances' Export function in the Nominal Ledger will export the net change over the specified period in the balances of each Account as a whole and in the balances of each Account - Tag/Object combination.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end dates for the period to be covered by the export, separated by a colon. The export file will contain the net change over the period specified here in the balances of each Account as a whole and in the balances of each Account - Tag/Object combination.

Accounts
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
If you need the export file to contain the net change over the period in the balance of a particular Account and in the balances of that Account in combination with each Tag/Object, specify that Account here. You can also enter a range of Accounts, separated by a colon.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Range Reporting    Alpha
If you need the export file to contain the net change over the period in the balances of each Account in combination with a particular Tag/Object, specify that Tag/Object here. You can also enter a range of Tag/Objects, separated by a colon.

Incl. Simulations
Select this option if you need simulated transactions from the Simulation register to be included in the calculations. Simulation rows whose Status is "Invalid" and "Transferred" will not be included.

Detailed
The standard version of the text file produced by this export function is a list of the net changes in the balances for each Account - Tag//Object combination, sorted by Account. If you select this option, the file will also include the net change in the balances of each Account as a whole. If you select this option, the file will also include opening balances, separate debit and credit figures for the period and closing balances.

Values in
If you are using the Dual-Base system, use these options to specify whether the values in the export file are to be shown in Base Currency 1 or 2.

If you are not using the Dual-Base system, use the Base Currency 1 option to use your home Currency.
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Export functions in the Nominal Ledger and Integration modules:

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Transactions

This page describes the 'Transactions' Export function in the Integration module.

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The 'Transactions' Export function in the Integration module allows you to export a selection of Transactions to an archive file.

To use the 'Transactions' Export function, you must log in as a Global User or Person whose Access Group explicitly grants full access to the Integration module. Ensure you are in the Integration module and open the 'Exports' list by clicking the [Routines] button in the Navigation Centre and the [Exports] button in the subsequent 'Routines' window. Then double-click 'Transactions' in the 'Exports' list to open the 'Specify Transactions' window.

Transactions
If you need to export the Transactions in a particular range, enter the first and last of the Transaction Numbers in the range, separated by a colon (:).

When entering a Transaction Number here, you must include the fiscal year or Sub System prefix (as shown in the 'Transactions: Browse' window).. To export a Transaction that you entered directly to the Transaction register, enter, for example, "2020.3" or, for a range, "2020.3:2020.10". To export a Transaction that was created from a Sub System, enter, for example, "S/INV.200003" or "S/INV.200003:S/INV.200010" for a range.

Period
Paste Special    Reporting Periods setting, System module
Enter the period to be covered by the export. Transactions with Transaction Dates that fall within the period specified here will be included in the export file.

Backup Comment
Enter a short comment describing the content of the export file (up to 40 characters are permitted). This description will be saved in the exported file so, if you use the 'Automatic' Import function in the System module to import the resulting file to another Company or database, this description will be shown in the list of importable files.

Transactions as rows
By default, this function will create a text file in which one line will be devoted to the header information of a Transaction, the next line to the first Transaction row, the next line to the second Transaction row, and so on. This file will use the same format as files produced by the 'Transaction Registers' and 'Transaction Registers ,period,' Export functions in the Integration module using the Transactions option. You will be able to import any of these files to another Standard ERP database using the 'Automatic' or 'Manual file search' Import functions in the System module. It can be difficult to edit this text file in a spreadsheet or text editor, because some lines contain header information and some lines contain row information.

If you select this option, the function will create a text file in which each line will contain the same information, making it easy to edit. The first line in the file will contain the header information of a Transaction and its first row, the second row will contain the header information of a Transaction and its second row, and so on. You can import this file to another Standard ERP database using the 'Transaction as rows' import function in the Integration module.
Click [Run] in the Button Bar: a dialogue box will open, where you can name the export file and specify where it is to be saved.

Enter a name for the file, and click [Save] or press the Enter key. If you are exporting with the intention of importing into another Standard ERP database or Company using the 'Automatic' and 'Manual file search' Import routines, do not name the file with two leading minus signs/hyphens (e.g. --Data.txt). Information will not be imported from files named in this way.

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Export functions in the Nominal Ledger and Integration modules:

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Trial Balance

This page describes the 'Trial Balance' Export function in the Nominal Ledger module.

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The 'Trial Balance' Export function in the Nominal Ledger exports closing balances for the specified period for each Account but not debit and credit subtotals. You can export the Trial Balance for the whole year or for an arbitrary part of the year to a tab-separated text file, and you can then import this information for example to an Annual Report generating program for further processing.

You can specify whether figures in the Trial Balance will be positive or negative depending on Account Type. To do this, use the check boxes in column 2 in the Presentation of Balances setting. For example, exported figures for Asset Accounts will obey the Assets check box in column 2 in the Presentation of Balances setting. It is recommended that the check boxes in column 2 in this setting should all be ticked or not ticked. If only some of the check boxes in column 2 are ticked, the Trial Balance report will not balance.

To export the Trial Balance, ensure you are in the Nominal Ledger, then open the 'Exports' list by clicking the [Routines] button in the Navigation Centre and the [Exports] button in the subsequent 'Routines' window. Then double-click 'Trial Balance' in the 'Exports' list to open the 'Specify Trial Balance Export' window.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end dates for the period to be covered by the export, separated by a colon. The export file will contain the balances on each Account for the end of the period specified here.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Enter a Tag/Object Code here if you need the Account balances in the export file to be calculated from postings with a particular Tag/Object. You can also enter a number of Tags/Objects separated by commas, in which case Account balances will be calculated from postings with all the Tags/Objects listed. If you leave this field empty, Account balances will be calculated from all postings, with and without Tags/Objects.

Including Simulations
Use this option if you want the export to include simulated transactions from the Simulations register. Simulation rows in which the Status is "Invalid" and "Transferred" will not be included.

Values in
If you are using the Dual-Base system, use these options to specify whether the values in the export file are to be shown in Base Currency 1 or 2.

If you are not using the Dual-Base system, use the Base Currency 1 option to use your home Currency.
Confirm by clicking the [Run] button (or cancel by clicking the close box). A dialogue box will open, where you can name the export file and specify where it is to be saved. Enter a name for the file. Click [Save] or press the Enter key. A message window will inform you about the progress of the export process. When the export has finished, close the 'Exports' list window using the close box.

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Export functions in the Nominal Ledger and Integration modules:

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XRBL Report

Please refer to the description of the two XBRL Reporting settings for details about the 'XBRL Report' Export function.

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Export functions in the Nominal Ledger and Integration modules:

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