Accounts Receivable GL Export
Executive Summary
Accounts Receivable GL Export produces a general ledger (GL) file of funder receivable balances for a billing period. Accounting staff choose a billing cycle, year, period and funder, and the page totals every client account balance for that funder at the end of the period. It then builds a CSV file that posts the total to the funder's receivable GL account and the opposite amount to its revenue GL account. Each run is kept in a history grid so the file can be downloaded again later.
Key Features
- Start a new export for a billing cycle, year, period and funder
- Totals the balance at period end across all of the funder's client accounts and departments
- Creates a CSV file of GL account totals and downloads it automatically
- Keeps a history of every export, with who ran it, when, and how long it took
- Re-download the file for any earlier run from the grid
Typical Workflow
- Open the page to see earlier exports.
- Select Start A New Report.
- Choose the billing cycle, year, billing cycle period and funder, then select Ok.
- Wait while the "Starting Report" panel is shown. It cannot be cancelled.
- The CSV file downloads automatically and "Exported Successfully" is shown.
- To get the file again later, select the Download icon on the row in the grid.
Report Output
| Output | Description |
|---|---|
| CSV file | GL account totals for the chosen funder and period. The file name is ARGL_{cycle}_{year}_{period}_{date and time}.csv, using your local date and time. |
The file is downloaded when the run finishes and is also stored with the run so it can be downloaded again from the grid.
Report Contents
The file has one header row followed by one row per GL account.
| Column | Description |
|---|---|
| Type | Always "CASH". |
| Vendor Name | The funder name followed by "Balance At" and the period end date, for example "Sample Funder - Balance At March 31, 2025". |
| Account Number String | The GL account the amount is posted to. |
| Amount | The total for that GL account. |
| Distribution Reference | Same text as Vendor Name. |
How the amounts are calculated:
- The balance at the end of the period is totaled for every client account of the funder, department by department.
- The total is added to the funder department's receivable GL account.
- The same total is subtracted from the funder department's revenue GL account.
- Rows are ordered by GL account.
- When a department has no GL account mapping for the funder, the amount is posted to a blank GL account.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, start a report and download files |
Main Grid
The grid lists earlier Accounts Receivable GL Export runs (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the run was created. |
| Added By | User who started the run. |
| Cycle | Billing cycle selected. |
| Year | Year selected. |
| Period | Billing cycle period selected. |
| From | Period start date. |
| To | Period end date. |
| Start | When processing started. |
| End | When processing finished. |
| Duration | How long processing took. |
| Manage Records | Contains the Download icon. |
Actions
| Action | Where | What It Does |
|---|---|---|
| Start A New Report | Top of page | Opens the Start A New Report dialog. |
| Download | Manage Records column | Downloads the file saved for that run. If no file is saved, "No File Available" is shown. |
Dialog Components
Start A New Report
| Field | Description |
|---|---|
| Select A Billing Cycle | Billing cycle to report on. |
| Year | Year of the billing cycle period. |
| Select A Billing Cycle Period | Period within the cycle. Its end date is the date balances are measured at. |
| Select A Funder | Funder whose client accounts are totaled. |
Select Ok to run the report or Cancel to close. A funder must be selected, otherwise a warning asks you to select one.
Dependencies
- Billing Cycles and Billing Cycle Periods
- Client Accounts and their transactions (invoices, adjustments, payments)
- Departments
- Funder Departments (receivable and revenue GL accounts)
- Funders
Processing Overviews
Start A New Report
- The run is saved with the chosen cycle, period and funder.
- The funder's receivable and revenue GL accounts are loaded for each department.
- Each client account of the funder is processed, ordered by last then first name, for each department on the account. The balance at the period end is calculated.
- Balances are totaled by GL account, with the receivable account increased and the revenue account decreased by the same amount.
- The CSV file is created, downloaded and saved with the run.
- The end time and duration are saved to the grid.