Add a General Ledger Export Batch

Adding a General Ledger batch allows you to select a mapping file, scheduling options, and criteria for the account balance data you export contains. Once you add a batch, you can export it to generate a Microsoft Excel file containing account balances, which you can use for reporting in a third-party financial software system. Before adding a batch, you must have at least one mapping file configured, with all of the fields selected, to ensure that the export contains the data you want to include.

Follow the steps below to add a new General Ledger batch:

1. Access the Export area.
   1. To access the General Ledger area from the Home screen, do one of the following:
      • Click General Ledger on the navigation panel.
      • Click Areas > General Ledger on the menubar.
      • Click the down arrow next to Home on the options bar and select General Ledger.

      To access the General Ledger from another area of the program, do one of the following:

      • Click Home > General Ledger on the menubar.
      • Click the down arrow next to Home on the options bar and select General Ledger.
   2. Click Export on the navigation panel or Areas > Export on the menubar.
2. Do one of the following:
   • Click the Add button to the left of the list.
   • With focus on the list, press [Insert] on your keyboard.
   • Press [Ctrl] + [N].
3. The General Ledger Export window displays. Select a Mapping file to use for the export. (See Import/Export for more information on creating mapping files.)
4. The file destination, File name, and mapping file Description default but can be changed if necessary.
   • If you choose to save the file to a Local drive, your options depend on the way you access Applied Epic:
   • If you access Epic through a web browser, the file saves to your browser's default Downloads folder.
   • If Epic is installed locally on your computer, click the Browse button, navigate to the desired location, and click OK.
   • If you opt to save to a Network drive, select the Path. The list populates with paths defined in Data Service Network Path Configuration.
5. To export the batch as soon as it is added, leave Export batch immediately selected. Otherwise, deselect this option.
6. In the Scheduling frame, opt to create the batch Now or to Schedule it to be created at a later date.
   
   If you select Schedule, do the following:
   • Select the date and time to create the export batch.
   • Select a Recurrence:
   • • Daily
     • Every Weekday (M-F)
     • First Day of Month
     • Last Day of Month
     • Monthly
     • One Time Only
     • Weekly
7. If desired, select Generate system journals. This option automatically generates journal entries prior to export batch creation, ensuring that the batch contents are current.    
8. Make selections for the following criteria:
   • Month/Date: If Now is selected in the Scheduling frame, select the desired month, year, and date. If Schedule is selected in the Scheduling frame, the Month/Date selection defaults to the current accounting month with an open date range and cannot be changed.
   • Agency: Choose to include balances for All agencies or Selected agencies. If you choose Selected, select the checkboxes for the appropriate agencies in the list.
   • General Ledger Opening Balances: If agency balances already exist in the financial software system that will receive the General Ledger figures, select Exclude. If no entries for the agency have been made in the third-party system, select Include.
   • Year-End Balances: Select Include to include year-end General Ledger figures generated in Applied Epic in the batch, or Exclude if your third-party financial software calculates year-end balances.
9. Once you have entered all necessary information on the General Ledger Export screen, click Finish to add the export batch.