This chapter explains how DBA account totals are transferred to your financial accounting system to reflect the activities of the manufacturing system.
GL summary transfer can be done daily or by period
You can select to group your GL entries by day or by period. We recommend that you enter daily complete batches. The daily increment leads to better visibility of the balancing entries of the DBA system. You could choose to also book your entries by period at period end. We do not recommend the weekly or monthly option as these transactions do not always line up with your financial periods.
Pre-Transfer Tasks
Perform these tasks prior to running the GL Summary Transfer.
Use the financial cutoff date to close the period
DBA does not have a formal period closing process. Instead, the Financial Cutoff Date screen is used to maintain a cutoff date that functions as a closing date. No transactions throughout the system are allowed to be posted prior to the cutoff date.
Run Batch Posting
Go to the Batch Posting screen and run the batch posting process to update the general ledger.
GL Summary Transfer
The GL Summary Transfer screen is used to transfer DBA account totals to your financial accounting system.
To initiate a transfer, select the period to be transferred on the opening Status tab. This opens the Transfer tab.
Transferring by data import
To transfer the account totals listed in the grid by data import, click the Output button and select the Output to CSV or Output to excel option. The program will present the Output File Location specified in Financial Transfer Defaults, which you can accept or change as desired. After the output file is successfully saved, answer yes to the Do you wish to flag the transactions behind these totals as Transferred? prompt.
The final step is to go to the data import utility in your accounting system and select and import the output file. Typically, the fields in the output file will be mapped on a one-time basis to corresponding fields in the import utility.
QuickBooks
QuickBooks does not include an invoice import utility. Several third party import tools are available and are easily found by web search. Many of our customers use the Transaction Pro Importer.
Financial Transfer using Transaction Pro Importer
Transferring by manual entry
To transfer the account totals listed in the grid by manual entry, click the Output button and select the Output to printer option. After the report is successfully printed, answer yes to the Do you wish to flag the transactions behind these totals as Transferred? prompt. Use the report to make a batch journal entry in your financial accounting system.
