This article provides you with an overview of exporting your subledger.
- Subledger SAGE50
Export From and Export To: Select the dates to include in the subledger. Items will be included according to their Transaction Date.
Note: Transactions that occurred on the "Export to" date will not be included. In the image above, the only transactions exported would be from Aug. 10 to Sept.9, Sept. 10 transactions would not be included. Items from draft invoices do not appear when you export the general ledger. Invoices must be paid or sent.
Funders: Enter funder names to limit the export to those funders.
Format: Subledger in csv, html, tsv, pdf, xml and html. Subledger SAGE50 in same plus txt.
The subledger exports all entries – invoice items, payments, credit notes, voids, writeoffs.
Reference IDs: “V" or "P" + “0" or “1" + invoice_item_id or payment_id e.g. V016114
- 0 = credit line, 1 = debit line
- V = visits or premiums or Voided items
- P = payment or credit note
- W = write-off
Posting Date: the apply date selected when the option is given (payments, credit note, invoice date, writeoff). Otherwise same as the transaction date for sales or the actual date for Void.
Transaction Date: the date stamp for when the transaction was performed in the system. In the case of a sale, this will be when the invoice passed from Draft to Sent or Paid.
Type: The possible types are Payments, Writeoffs, Credit Notes, and Sales. Void is not a separate type - it is classified as a Sale.
Account Name and Account Number: the information of the accounts involved in the transaction.
Debit and Credit: Each transaction will have a debit and a credit line. These are always for the same quantity.
- A payment is credited to an Accounts receivable and debited to a bank account.
- A sale is credited to a revenue account and debited to an accounts receivable.
- A credit note is credited to an Accounts receivable and debited to a bank account.
- A voided item is credited to an Accounts receivable and debited to a bank account, BUT the quantity is negative (as opposed to for a payment). See the Quantity column.
- These different accounts are configured in the Chart of Accounts. Please see the Accounting Global Settings article.
In the sample below,
- Green is a payment
- Red is a sale
- Purple is a credit note
- Blue is a voided item
- Orange is a write-off
What does each column in the subledger export represent?
Invoice Number: There will always be an invoice number for the transaction.
Invoice Date: This is the date assigned on the billing period. This will reflect the posting date of any sales within that period.
Entry Date: the date/time stamp of the transaction being created in the ledger. This is invoice creation date in the case of sales.
Visit ID and Visit Date: When a transaction concerns a specific visit (sale, void, writeoff) the ID and Date of the visit concerned.
Funder: The funder on the invoice in question.
Bill code, Bill Code Description, Employee, Client: For any transaction on a specific visit.
Memo: A memo can be entered for transactions such as Writeoffs or Credit Notes. This is a free text field for notes about the transaction.
Payment Method: An option when logging a Payment. Payment Methods are configured in Accounting>Global Settings>Payment Methods.
Quantity: The amount of the visit, in visits or hours depending on the bill code setting, for sales and voiding of individual visits.
Units: defines the unit of the quantity - hours or visits - depending on the bill code.
Rate: The billable rate of the visit, according to the bill code.
Taxable: For sales, this column will yield a value of 1 if there are taxes assigned at the bill code level
Taxes: If the taxable column yields a value of 1, this column will reflect the Type of Tax applied (based on the Tax Name in Accounting Global Settings - > Taxes)
RA Number: For CCAC sales, this column will reflect the voucher # of the latest RA file processed against this visit
RA Date: For CCAC sales, this column will reflect the date the latest RA files was processed against this visit