General Ledger Export
RDP-DOS Index

Added 07/26/11 - MC
Article ID#: K000208

General Ledger Export - RDPWin

The Export GL program in RDPWin creates a file to be imported into a separate accounting software, which includes the debit and credit entries for each GL account. This feature requires the General Ledger Interface (SV) module to be installed. There is an option for a daily or monthly export. For more information about purchasing this module, contact RDP Sales.

To export GL accounts from RDPWin:

1. In RDPWin, go to the Night Audit or Day End menu --> Export GL.

2. The Reporting Month should default to the previous month. It is not necessary to change this unless creating an export file for a different month.

3. The Export File field will have the default path and file name for the export. If the export file needs to be a unique file name and saved everyday, enter the date after the name (i.e. GLExport110931.txt). If a unique name is not entered each time, then the new file will override the existing one.

4. Click the Export button. This saves the file to the location in the Export File field. The can be previewed in Notepad by clicking the Preview button.

5. Click Close.

Configure Export GL

Before completing the Export GL for the first time, the program must be configured. To configure the Export GL program:

1. In RDPWin, go to the Night Audit or Day End menu --> Configuration.

2. On the Night Audit/Day End tab, select the Export Frequency by clicking the Daily or Monthly radio buttons.

3. Select the Accounting System from the drop down. If your accounting software package is not listed, check with the accounting software vendor to determine if it has import capabilities. Then contact RDP Support for setup.

4. Enter the path of the Export File or click the Browse button. RDP recommends creating a new folder in the RDP folder so the files are easy to locate. Each time the GL Export program is run, a new file will be saved to this location with the file named entered. Note: override the file name each day when the export program is run in order to save each day's export file. Otherwise, if the file name is the same as a the previous day, it will be overridden. RDP recommends using the date in the file name (i.e. GLExport110731.txt).

General Ledger Daily Export - RDP DOS

Daily journal entries can be exported from RDP and imported into a number of separate accounting programs such as QuickBooks. Verify that your back-office accounting software has import capabilities.

To export GL accounts from RDP DOS:

1. In RDP DOS, go to 3-Night Audit menu --> go to the RPT-Night Audit Reports menu.

2. Go to option 370-Daily Manager's Report.

3. Select option 1-Continue and New Transactions Will NOT Appear in the Totals. Note: Run the Generate Totals program from RDPWin if using RDPWin for reservations. It is recommended that totals be generated before beginning the general ledger export file.

4. When prompted Do You Wish to Continue, enter "Y".

5. Enter the Reporting Date.

6. Select option 3-General Ledger Account Number Sequence.

7. Select option D-Create File to Upload to an Accounting System.

8. Hit the F3 button to view the Accounting Formats, and select the appropriate accounting package.

9. Enter the file name with the appropriate file extension. For example, QuickBooks requires a file extension of .IIF.  It is recommended to use the date as the file name in the following format: YYMMDD, i.e. 110630.IIF

10. File is saved to the RDP folder.

11. Import the file into the back-office accounting program.

Configure Table FA

Table FA contains the information for the general ledger accounting export. Changes to this table should only be made with assistance from RDP Support.