You can activate the Loan Performer accounting by inserting a starting date for the financial year at System/Configuration/Accounting/Accounts Settings but still use an external accounting package.
In that case you will need to create GL export files that you will use to import data into your accounting package.
Please note LPF GL Export File Template works with some of the following accounting systems Tally, Pastel, Sun Systems, Quick books. And it is only GL figures from LPF that are being exported to a third party accounting software and not sub ledgers..
How to create a GL Export File Template
To create the GL Export File template you go to System/Configuration/Define GL Export File/GL Export File Template and a screen like the one below shows up:
Template format. Click on the arrow next to the drop-down list-box "Template Format". Click on the appropriate format. Loan Performer can export data into the following formats: DBF file, Text Delimited with Space, Tab or Comma, Excel file, IIF file or DAT file. The IIF format is a Quickbooks format. If you choose it, you will get an additional field "Header". It is a text string. There are predefined headers in Quickbooks. When you choose the desired format (unless it is default DBF format) you will get a message prompting you to change the export file extension to required format. Click "OK" button.
Template Format: In the text box above "Template Format" you will see the path to the export template file. In place of "Untitled" file name type the name of the template. (The file will be saved in the working folder)
Export in: Choose between exportation of all transactions in detail or just a summary of the batch per account. For that, tick "Detail" or "Summary" - according to your preference – in the given space under "Template Format". In case of "Summary" you will have only one line per account with the debit and credit balances for the period. The period will be the number of days from the last exportation.
Pick fields from General Ledger: In the drop down menu Pick the fields to be exported from the General Ledger. The fields are as follows: Account, Transaction Code, Transaction Day, Description, Debit Amount, Credit Amount, User responsible for the transaction, Voucher Number, Product, Donor and Branch. LPF adds on the list of GL fields a couple of calculated fields: Export Date (this is the date that you enter as "Export till" on the “Day Closure” screen), Amount (as the balance of debit and credit) and Type (an indication whether the Amount is a Debit or a Credit).The details of the chosen field will first appear in the appropriate boxes. If the width of the field doesn’t match what you need, you can modify it at this stage (or at a later update). Click on the "Add" button and the field will appear in the provided screen space. Keep adding fields one by one.
b) You can also add a user-defined field - with a fixed value - that does not come from Loan Performer. For that, you enter in the provided boxes a name for the field, the data type, the width, the needed decimals and the default value. E.g.:
i) Name: “First Space” – the name doesn’t matter unless it’s a DBF file export –;
ii) Width: 12 digits, the next column will then start after the 12 digits.
iii) Default Value: Can be blank or contain fixed values such as “Yes” or “No”, “True” or “False” or a date value such as “01/01/2020”
If you need to change the order of the fields in your template you can "Insert" a field. Highlight the field (the one before which you want the new field to appear) in the table. Go to "Pick fields from General Ledger" or create user-defined field and click on "Insert" button.
To delete/update the fields that are already added, highlight them from the table and use "Update"/"Delete" buttons respectfully.
Date Format: From the drop drown menu, select the date format that suits you. You can change the date format of the date fields to whatever format you prefer by using.
Click on the Save button to save the template.
Update: If you want to modify a template, click on the arrow of the "Open Template" drop-down box and click on the template that you want to modify. Make the modifications and save the template.
Delete template: To delete the template, click on the drop down of the "Delete Template" and click on the template that you want to delete.
Once this template is saved here, it will be available at Accounting/Day Closure where you can select it and use the Export function and the file will be saved at the working folder ready for importation into other software.
This file with data in it will be saved at the working folder by the name it was defined under System/Configuration/Define GL Export File/GL Export File Template available for importation to another software. See below:
