Accounting Feed Extract

You can find the Accounting Feed Extract function under the Outbound tab. Use this function when you want to update your institution's General Ledger system. When you click on the Add icon, you will create an extract file of all ledger transactions entered within your specified date range that have not yet been marked as posted to the General Ledger.

When a Previous Accounting Feed Extract File Exists

If an Accounting Feed Extract (AFE) file has already been created, but is not yet marked as posted to the General Ledger, the system will display a warning message that a previous file exists and you must take action on it. You must either mark the file as posted or ignore the previous file before creating a new AFE file. If you choose not to take any action, the file will be retained until you take action on it.

To Mark the File as Posted

Click on the “mark as posted” link, and you will be prompted to enter a posting date. Enter a date and click on the Save icon. This will mark the records in the file as posted. Once posted, you will be able to create a new AFE file.

To Ignore the Prior File

Click on the “ignore the prior file” link to delete the previously created AFE file. Once deleted, you will be able to create a new AFE file.

To Create a New Accounting Feed Extract File

Enter the following information on the Accounting Feed Extract File screen and click on the Add icon.

Field Name	Required?	Size/Format	What to Enter
Format	Required	Drop-down list	Select the appropriate format for your General Ledger System: CLM, Banner, or Plus.
Include what campus?	Required	Drop-down list	If you have more than one campus, choose which one for which you would like to run the extract file. If you have only one campus, choose “All Campuses.”
From	Optional	8 numeric characters	Format is mmddyyyy. NOTE: Omission of a "From" date will select all unposted ledger records that have a transaction date prior to the "Through" date.
Through	Required	8 numeric characters	Format is mmddyyyy.
Update CLM to record the AFE file’s records were posted to the school’s General Ledger	Optional	Check box	Check this box if you would like to mark the records as posted. You can create an extract file without marking the records as posted, but you will not be able to create another extract file until the records in the existing file are marked as posted, or the existing file is deleted.
Posting Date	Required	8 numeric characters	Format is mmddyyyy. This is the date all records will be marked as posted.

The system will create an extract file containing all of the ledger records within your specified date range that have not yet been marked as posted to the General Ledger. If no ledger records meet your criteria, the system will display a message that an extract file was not created.

If qualifying ledger records are found, they are written to the Accounting Feed Extract file located in the directory indicated on the Accounting Feed Extract screen. The location of this directory is set up in Office Management.

To view the structure and format of the Accounting Feed Extract file, see the Accounting Feed Extract File Format.

If you did not choose to post the records at file creation time, you are prompted to either "mark as posted" or "ignore the prior file." 

·        If you choose to “mark as posted,” all records contained in the Extract file will be marked as posted to your General Ledger, and processing for that file will be complete. The Accounting Feed Extract screen will be refreshed so that you can create a new Accounting Feed Extract file.

·        If you choose to "ignore the prior file," the system will delete the extract file and the Accounting Feed Extract screen will be refreshed so that you can create a new Accounting Feed Extract file.

·        You can choose not to perform either of the processing options by exiting out of the Accounting Feed Extract function. Your extract file will remain in the system until you either mark the records as posted or delete the file. The next time you access the Accounting Feed Extract screen you will be notified that a previous Accounting Feed Extract file exists and you need to take action on it.