FINANCIAL INTEGRATION UTILITY GUIDE

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1 ENTERPRISE EDITION FINANCIAL INTEGRATION UTILITY GUIDE YARDI SYSTEMS, INC.

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3 DISCLAIMERS & COPYRIGHTS This document, presentation and/or video (collectively, "document") is protected by copyright, trademark and other intellectual property laws. Use of this document is subject to the terms and conditions of an authorized Yardi Systems, Inc. software license or other agreement including, but not limited to, restrictions on its use, copying, disclosure, distribution and decompilation. No part of this document may be disclosed or reproduced in any form by any means without the prior written authorization of Yardi Systems, Inc. This document contains proprietary information about software and service processes, algorithms, and data models which is confidential and constitutes trade secrets. This document is intended for utilization solely in connection with Yardi software licensees use of the Yardi software and for no other purpose. Yardi, Yardi Systems, Inc., the Yardi Logo, and the names of Yardi products and services are trademarks or registered trademarks of Yardi Systems, Inc. in the United States and may be protected as trademarks in other countries. All other product, service, or company names mentioned in this document are claimed as trademarks and trade names by their respective companies Yardi Systems, Inc. All Rights Reserved 2755 E. Cottonwood Parkway, Suite 560 Salt Lake City, UT (801)

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5 CONTENTS Financial Integration Utility 1 FIU Basics 3 Preview and print data... 4 Export data... 6 Reset data... 8 Using the Export Builder 11 Define a detail file Define a header file Appendix 17 Export Element Fields 19 Index 21 Yardi Systems, Inc. i

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7 FINANCIAL INTEGRATION UTILITY The Store Financial Integration Utility (FIU) lets you collect financial information from Store and save it in a retrievable format to be used by your organization's accounting software.

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9 FIU Basics FIU lets you retrieve financial data from the Store application and save it in a format that you can import into your accounting software package. Each time you retrieve data from your sites, it is marked so that it cannot be retrieved again. This is to prevent retrieval of duplicate records. If you need to retrieve the same data at another time, you can reset the data and then run the retrieval process again. Data is retrieved and saved into a format recognized by your accounting software. The FIU export filter lets you save your data into a variety of commonly used accounting software formats. If you need a format other than what is currently offered, you can create your own proprietary format. Note. You must define the GL mappings in the Store application to match your accounting software. For more information on defining GL mappings, see the Store online help file. In This Chapter Preview and print data... 4 Export data... 6 Reset data... 8 Yardi Systems, Inc

10 PREVIEW AND PRINT DATA FIU lets you load and preview financial data for one site or multiple sites at the same time. You can load either the general ledger data or the refund data, preview the results as a report, print the data and, most importantly, export it into a pre-defined financial software application format, including your own customizable formats. To preview and print data, 1. On the Admin tab, in the Govern Organization group, select Org Admin/Financial Integration Utility. The Financial Integration Utility (FIU) with callouts. 2. From Search Criteria, select a date range and one or more sites from the available list. 3. Click and select from the following: GL Data. Printable version displaying GL Detail and GL Summary data. Yardi Systems, Inc

11 Refund Data. Printable version displaying Refund Basic, Refund Complete and Refund Summary data. Data Viewer with GL data displayed for export. 4. From the Data Viewer, click. 5. From the Export dialog box, click the Export Type drop-down menu and select from the list of pre-defined financial software application formats. Note. The Refund Complete report provides an Include Refund Status checkbox from the Export dialog box. 6. Click to export the data and save it to your computer. Note. All data exported from FIU is flagged to prevent retrieval of duplicated data into your accounting software application. If necessary, you can reset the data using the Reset Export feature. 7. From the Data Viewer,you can also perform the following: Click Click Click to refresh the report. to remove selected rows from the report. to print the report automatically to your default printer. Yardi Systems, Inc

12 EXPORT DATA You can export FIU data into one of the core spreadsheet software formats, or you can define your own custom format using the Export Builder feature. When you export data, two things happen: a flag is set so you cannot retrieve the same data again, and the data you retrieved is saved to your specified file location in the format of your choosing. The flag is set to prevent retrieval of duplicate information. If you need to retrieve the data again, you will need to reset the data first. To export data, 1. On the Admin tab, in the Govern Organization group, select Org Admin/Financial Integration Utility. The Financial Integration Utility (FIU) with callouts. 2. From Search Criteria, select a date range and one or more sites from the available list. 3. Click and select from the following: GL Data. Printable version displaying GL Detail and GL Summary data. Yardi Systems, Inc

13 Refund Data. Printable version displaying Refund Basic, Refund Complete and Refund Summary data. GL Data-Detailed report displayed in the Data Viewer. Note. You cannot export general ledger data if the Debit and Credit columns are not balanced. 4. Click. Export dialog box with the QuickBooks export template selected. 5. From the Export dialog, click the Export Type drop-down list and select an export template to use from a list of the most commonly used accounting software packages. 6. Click to save the export file to your computer. Yardi Systems, Inc

14 RESET DATA Each time you export FIU data, a flag is set so that the same data cannot be retrieved again. This is done to prevent duplication of data records and the errors that can result from within your accounting software. If you need to retrieve the data again for any reason, you can reset the data flag for both the GL and refund data separately. To reset the data, 1. On the Admin tab, in the Govern Organization group, select Org Admin/Financial Integration Utility. The Financial Integration Utility (FIU) with callouts. 2. From Search Criteria, select a date range and one or more sites from the available list. 3. Click and select from the following: Reset GL. Resets all general ledger data that has been flagged for the selected site(s) and date range. Yardi Systems, Inc

15 Reset Refund. Resets all refund data that has been flagged for the selected site(s) and date range. Reset Confirmation with data range and site displayed. Note. You cannot export general ledger data if the Debit and Credit columns are not balanced. 4. Click to reset the GL data for the date range and site(s) displayed. Yardi Systems, Inc

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17 Using the Export Builder The Export Builder feature lets you create and define export templates for your custom accounting software. You can define the header file, detail file and detail file export options. In addition, you can edit and delete your custom export templates as needed. In This Chapter Define a detail file Define a header file DEFINE A DETAIL FILE The detail file contains the field formats that will be exported into a file that is recognizable by your accounting software. You can customize the number of fields and the order that they display in for the exported data, including custom column headings. To define a detail file, 1. On the Admin tab, in the Govern Organization group, select Org Admin/Financial Integration Utility. The Financial Integration Utility (FIU) with callouts. Yardi Systems, Inc

18 2. From the FIU tab menu, click. Export Builder with completed Detail File displayed. 3. From here, you can create, modify or delete custom export templates. 4. In the Template Name entry field, enter a name for the header file. (For example, type TurningPoint CSV Template.) 5. In the Description field, enter a description of the header file. (For example, type Comma-delimited format for TurningPoint software.) 6. From the Detail File group box, check Include Display Header Name in Export to display the header name in the exported data file. 7. Click to add a grid line to define a header file. 8. From the grid list, click the Export Data drop-down menu and select a field. (For example, select Site Number.) For more information on the Export Element fields, see Export Element Fields on page In the Display Header field, enter a custom description if necessary. (For example, type Site #.) 10. Click the Delimiter field drop-down menu and select from the following: [COMMA]. Each column value is separated by a comma from the next column s value and each row starts a new line. [SPACE]. Each column value is separated by a space from the next column s value and each row starts a new line. [TAB]. Each column value is separated by a tab from the next column s value and each row starts a new line. Yardi Systems, Inc

19 [ENTER]. Each column value is separated by a paragraph return from the next column s value and each row starts a new line. 11. Click the Alignment field drop-down menu and select from the following: Left. Left justifies data in columns. Center. Centers data in columns. Right. Right justifies data in columns. Note. For both the header file and its corresponding detail file, you must select the same delimiter type for all fields. 12. Click in the Pad Size to define the number of characters appended to the end of the data field. (For example, type 1.) 13. Click the Pad Char drop-down menu and select from the following: N/A. Sets the pad character as Not applicable. [COMMA]. Sets the pad character as the comma. [SPACE]. Sets the pad character as a space. [TAB]. Sets the pad character as a tab. Note. To remove an Export Element row from the grid, click on a selected row. 14. Click. Save File Name dialog box. 15. From the Save File Name dialog box, select one or more of the following options: Include Start Date. Check to include the start date in the custom export file name. Include Batch ID. Check to include the batch ID number in the custom export file name. Use 1 File Per Site. Check to create a separate file for each site in the custom export. 16. Click. Note. Click to delete a displayed template from the list of custom templates. Yardi Systems, Inc

20 DEFINE A HEADER FILE A header file commonly contains forward declarations of classes, subroutines, variables and other identifiers for your detail file. Programmers who wish to declare standardized identifiers in more than one detail file can place such identifiers in a single header file, which other code can then include whenever the header contents are required. Your header file should be defined identically to your detail file. Note. If your accounting software application uses the C standard library or C++ standard library, then they traditionally declare their standard functions in header files. However, newer compiled languages (such as Java, C#) do not use forward declarations; identifiers are recognized automatically from source files and read directly from dynamic library symbols. This means header files are not needed. To define a header file, 1. On the Admin tab, in the Govern Organization group, select Org Admin/Financial Integration Utility. The Financial Integration Utility (FIU) with callouts. Yardi Systems, Inc

21 2. From the FIU tab menu, click. Export Builder with completed Detail File and Header File displayed. 3. From here, you can create, modify or delete custom export templates. 4. From the Header File group box, check Require Separate Header File to enable the header file grid list. 5. Click to add a grid line to define a header file. 6. From the grid list, click the Export Data drop-down menu and select a field. (For example, select Site Number.) For more information on the Export Element fields, see Export Element Fields on page In the Display Header field, enter a custom description if necessary. (For example, type Site #.) 8. Click the Delimiter field drop-down menu and select from the following: [COMMA]. Each column value is separated by a comma from the next column s value and each row starts a new line. [SPACE]. Each column value is separated by a space from the next column s value and each row starts a new line. [TAB]. Each column value is separated by a tab from the next column s value and each row starts a new line. [ENTER]. Each column value is separated by a paragraph return from the next column s value and each row starts a new line. 9. Click the Alignment field drop-down menu and select from the following: Left. Left justifies data in columns. Yardi Systems, Inc

22 Center. Centers data in columns. Right. Right justifies data in columns. Note. For both the header file and its corresponding detail file, you must select the same delimiter type for all fields. 10. Click in the Pad Size to define the number of characters appended to the end of the data field. (For example, type 1.) 11. Click the Pad Char drop-down menu and select from the following: N/A. Sets the pad character as Not applicable. [COMMA]. Sets the pad character as the comma. [SPACE]. Sets the pad character as a space. [TAB]. Sets the pad character as a tab. Note. To remove an Export Element row from the grid, click on a selected row. 12. Click. Save File Name dialog box. 13. From the Save File Name dialog box, select one or more of the following options: Include Start Date. Check to include the start date in the custom export file name. Include Batch ID. Check to include the batch ID number in the custom export file name. Use 1 File Per Site. Check to create a separate file for each site in the custom export. 14. Click. Note. Click to delete a displayed template from the list of custom templates. Yardi Systems, Inc

23 APPENDIX The appendix provides additional information. Yardi Systems, Inc

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25 Export Element Fields The following table defines the available Export Element Fields, including a reference to their location in the Store Enterprise application: Site Number GL Number GL Description Debit Credit Date This field code is generated from the Site Number field in the Admin/Site Admin/Information/Site Identification form of the Store application. This field code is generated from the Mapped GL Account field in the Admin/Site Admin/Standards/GL Interface form of the Store application. This field code is generated from the Description field in the Admin/Site Admin/Standards/GL Interface form of the Store application. This field code contains the debit amount posted to the general ledger. This field code contains the credit amount posted to the general ledger. This field code is generated by the Store application to identify the date of the posting to the general ledger for a transaction. Yardi Systems, Inc

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27 INDEX A APPENDIX 16 C CHAPTER 1. FIU BASICS 3 CHAPTER 2. USING THE EXPORT BUILDER 11 D DEFINE A DETAIL FILE 11 DEFINE A HEADER FILE 14 DISCLAIMERS & COPYRIGHTS 1 E EXPORT DATA 5 EXPORT ELEMENT FIELDS 12, 15, 17 P PREVIEW AND PRINT DATA 4 R RESET DATA 8 S STORE FINANCIAL INTEGRATION UTILITY 1 Yardi Systems, Inc