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General Ledger Export

Added: 07/26/11
Updated: 01/11/13
Article ID#: K000

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).

External GL Accounts

If you have activated the external GL accounts in Accounting --> Configuration because your accounting system GL accounts are longer than 7 characters, then you will need to take additional steps to adjust the templates used in the GL Upload. 

  1. In RDPWin, go to the System menu --> Table Maintenance.

  2. Enter FB for the Table and click Display.

  3. Find the relevant records for your back-office accounting system.  (For definitions of the supported systems, check the FA table in Table Maintenance.)  The following is an example of the Quickbooks records:

  4. Check the records for "A0".  In the above example, it is in the QCKBK1 record.  Find the relevant record and double-click the record to open it.

  5. Change the "A0" to "AA".  Depending on the length of your GL account numbers, you may also need to add spaces after "AA" to accommodate the longer GL numbers.  To do this, you will need to delete some spaces from before the "@+" characters shown in the example.  Then add spaces after the "AA".

  6. When done, click Save & Close.  Close the Table Maintenance window.

  7. To test your changes, run the Export GL under Night Audit/Day End menu and preview the result.  Verify that the entire external GL number is visible.


If you cannot access the FB table, please enter a ticket with RDP Support to have them change the appropriate records.


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.

FA Table

Field  Description 
1 - Acct System Name Name of the accounting system
2 - Acct System Version Version(s) this file layout applies to
3 - Record Length Some systems require the record length as part of the export file
4 - Transaction Counter Starts at "00000000" and is incremented by 1 each Option 370-Download is used. Some systems require a unique number for each ASCII file. RDP uses the transaction counter for the Export Journal Number.
5 - GL# Separator This field stores the character used if the general ledger account number be split. Example:  "-" in the GL number 5000-04.
6 - Main GL# Start Real World uses field 6-9 to divided the RDP general ledger accounting number into a main and sub number. This field stores the starting position for the main portion of the GL account number. Example: RDP's account is 10002. The main portion is 10 so the starting position is a 1.
7 - Main GL # Length The main GL account number length in the above example is 2 (10).
8 - Sub GL# Start If the sub GL number is 002, the starting position is 3.
9 - Sub GL# Length The sub GL number length in the above example is 3 (002).
10 - Download File Path# Fields 10 and 11 are the most likely fields to change. The export file is stored in the \RDP directory. If the file needs to written to another directory, use field 10 to indicate the file path number from RDP094.
11 - Download File Name To eliminate the file name prompt, enter the export file name. Each time 370-Download is run, the system automatically purges the old file and creates a new file with the same name.
12 - # of Header Lines This field indicates the number of header lines in the export file. DO NOT change this field.
13 - # Trailer Lines This field indicates the trailer lines in the ASCII file. DO NOT change this field.

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