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 What general ledger exchange formats are supported?

When defining exchange settings in the General Ledger Exchange Settings wizard, you must select an exchange format and file type to use. The following information lists example exchange formats for data fields.

Your general ledger account structure determines how each data field is arranged within the exchange file. The Alternate Exchange Format is available when your general ledger account structure consists of nine characters or less. The Standard Exchange Format is available when your general ledger account structure consists of ten characters or more.

 General Ledger Exchange Format for Exporting Account Data

The following table provides information about account data fields that can be exported using either the Alternate Exchange format or the Standard Exchange format.

Field Description	Alternate Exchange Format	Standard Exchange Format
Account Number	9 characters maximum (not including separators)	41 characters maximum (including separators)
Account Description	30 characters	50 characters
Account Type	2 characters	2 characters
Account Group	N/A	15 characters
Start Date	N/A	10 characters
End Date	N/A	10 characters
Status	N/A	1 character
Clear Balance	N/A	1 character
Rollup Code 1	N/A	20 characters
Rollup Code 2	N/A	20 characters
Rollup Code 3	N/A	20 characters
Rollup Code 4	N/A	20 characters

 

 General Ledger Exchange Format for Importing Account Data

The following table provides information about account data fields that can be imported using either the Alternate Exchange Format or the Standard Exchange Format.

Field Description	Alternate Exchange Format	Standard Exchange Format
Account Number	9 characters maximum (not including separators)	41 characters maximum (including separators)
Account Description	30 characters	50 characters
Account Type	2 characters	2 characters
Account Group	N/A	15 characters
Start Date	N/A	10 characters
End Date	N/A	10 characters
Status	N/A	1 character
Clear Balance	N/A	1 character
Rollup Code 1	N/A	20 characters
Rollup Code 2	N/A	20 characters
Rollup Code 3	N/A	20 characters
Rollup Code 4	N/A	20 characters

 

 General Ledger Exchange Format for Exporting Activity Data

The following table provides information about activity data fields that can be exported using either the Alternate Exchange format or the Standard Exchange format.

Field Description	Alternate Exchange Format	Standard Exchange Format
Account Number	9 characters maximum (not including separators)	41 characters maximum (including separators)
Account Description	30 characters	50 characters
Account Type	2 characters	2 characters
Account Group	N/A	15 characters
Fiscal Year	N/A	4 characters
Beginning Balance	Numeric	Numeric
Period 01	Numeric	Numeric
Period 02	Numeric	Numeric
Period 03	Numeric	Numeric
Period 04	Numeric	Numeric
Period 05	Numeric	Numeric
Period 06	Numeric	Numeric
Period 07	Numeric	Numeric
Period 08	Numeric	Numeric
Period 09	Numeric	Numeric
Period 10	Numeric	Numeric
Period 11	Numeric	Numeric
Period 12	Numeric	Numeric
Period 13	Numeric	Numeric
Ending Balance	Numeric	Numeric

 

 General Ledger Exchange Format for Exporting Budget Data

The following table provides information about budget data fields that can be exported using either the Alternate Exchange format or the Standard Exchange format.

Field Description	Alternate Exchange Format	Standard Exchange Format
Account Number	9 characters maximum (not including separators)	41 characters maximum (including separators)
Account Description	30 characters	50 characters
Account Type	2 characters	2 characters
Account Group	N/A	15 characters
Fiscal Year	N/A	4 characters
Beginning Balance	Numeric	Numeric
Period 01	Numeric	Numeric
Period 02	Numeric	Numeric
Period 03	Numeric	Numeric
Period 04	Numeric	Numeric
Period 05	Numeric	Numeric
Period 06	Numeric	Numeric
Period 07	Numeric	Numeric
Period 08	Numeric	Numeric
Period 09	Numeric	Numeric
Period 10	Numeric	Numeric
Period 11	Numeric	Numeric
Period 12	Numeric	Numeric
Period 13	Numeric	Numeric

 

 General Ledger Exchange Format for Importing Budget Data

The following table provides information about budget data fields that can be imported using either the Alternate Exchange format or the Standard Exchange format.

Field Description	Alternate Exchange Format	Standard Exchange Format
Account Number	9 characters maximum (not including separators)	41 characters maximum (including separators)
Account Description	30 characters	50 characters
Account Type	2 characters (can be blank column)	2 characters (can be blank column)
Account Group	N/A (blank column - skip)	15 characters
Budget Code	N/A (blank column - skip)	10 characters
Fiscal Year	N/A (blank column - skip)	4 characters
Period 01	Numeric	Numeric
Period 02	Numeric	Numeric
Period 03	Numeric	Numeric
Period 04	Numeric	Numeric
Period 05	Numeric	Numeric
Period 06	Numeric	Numeric
Period 07	Numeric	Numeric
Period 08	Numeric	Numeric
Period 09	Numeric	Numeric
Period 10	Numeric	Numeric
Period 11	Numeric	Numeric
Period 12	Numeric	Numeric
Period 13	Numeric	Numeric

 

 General Ledger Exchange Format for Exporting Transaction Data

The following table provides information about transaction data fields that can be exported using either the Alternate Exchange format or the Standard Exchange format.

Field Description	Alternate Exchange Format	Standard Exchange Format
Account Number	9 characters maximum (not including separators)	41 characters maximum (including separators)
Account Description	30 characters	50 characters
Transaction Date	8 characters	10 characters
Source Journal	2 characters	2 characters
Batch Number (Journal/Register No)	4 characters	6 characters
Line Sequence Number	3 characters	14 characters
Source Module	2 characters	2 characters
Reference Description	40 characters	N/A
Posting Amount	Numeric	Numeric
Posting Comment	N/A	2048 characters

 

 General Ledger Exchange Format for Importing Transaction Data

The following table provides information about transaction data fields that can be imported using either the Alternate Exchange format or the Standard Exchange format.

Field Description	Alternate Exchange Format	Standard Exchange Format
Account Number	9 characters maximum (not including separators)	41 characters maximum (including separators)
Account Description	30 characters	50 characters
Transaction Date	8 characters Note Transaction dates must be formatted as MM/DD/YY.	10 characters Note Transaction dates must be formatted as YYYY-MM-DD.
Source Journal	2 characters	2 characters
Journal/Register No	4 characters	6 characters
Line Sequence Number	3 characters	14 characters
Source Module	2 characters	2 characters
Reference Description	40 characters	N/A
Posting Amount	Numeric	Numeric
Posting Comment	N/A	2048 characters

 What general ledger exchange file types are supported?

When defining an exchange setting, you can specify the type of file that will be used to exchange data. The following file type formats are supported for importing and exporting data:

• ASCII

• CSV (Comma Separated Values)

• Excel

• XML (Extensible Markup Language)

In addition, DIF, Excel, PDF, and Word are supported for exporting data. For more information about supported file types for exchange settings, see Sage Online.

Note  To import data from a file type that is not listed above, you must create an intermediate file (for example, a .txt file) using one of the supported formats; however, most applications provide a data exporting feature that supports one of the above file types.

Note  The ASCII text file type requires that each data field be positioned at particular character positions. All other file types must store each data field as a separate field or column.