Using the General Ledger Interface to Export Transactions

The General Ledger Export Process collects OfficeMate transactions and creates the General Ledger postings necessary to keep the accounting system in sync with OfficeMate activity.

Protect your practice! Back up your QuickBooks or MAS 90/MAS 200 data before importing the OfficeMate journal entries into the accounting system.

This section describes how to set up the General Ledger Interface, including how

  1. From the OfficeMate Administration main window, click Tasks.
  2. Select General Ledger Export.

    The General Ledger Export window opens.

If using QuickBooks, back up your data before importing the OfficeMate journal entries into the accounting system.
  1. Open the General Ledger Export window. For more information, go to Using the General Ledger Interface to Export Transactions.
    If you are using QuickBooks and it is not already open, open it now.
  2. Select the beginning and ending posting dates from the From and To fields.

    The date can be no later than one day prior to the current posting date.

    To export a single day's transactions, select a posting date in the From field and click the = button.

    A maximum of 31 days can be imported at one time.

  3. Review the Location End-of-Day Status table.
    This status...Means this...

    OK

    The location has performed the end-of-day process for this date. Transactions are ready to be exported as general ledger postings.

    No EOD

    The location has not performed the end-of-day process for this date. Transactions may not be exported as general ledger postings until the end-of-day process is complete.

    Exported

    The transactions for this date and location have already been exported. To export them again, click the Include Previously Exported check box.

    No Prior EOD

    The location has performed the end-of-day process for this date; however, this day may not be exported until the prior day has been exported for this location.

    OK-Redo

    The transactions for this date and location have already been exported but will be included again in the current export session. This only occurs when the Include Previously Exported check box is selected.

  4. To include previously exported transactions, select the Include Previously Exported check box.
    If exporting to QuickBooks, delete the previously exported journal entries to reprocess previously exported transactions.
  5. Click Process Transactions to create the general ledger export file.
    OfficeMate processes the transactions for export. When the process is finished, OfficeMate displays a list of transactions that were processed successfully and a list of errors. No transactions are exported if errors are displayed.
  6. If any errors display, note them, correct them in the General Ledger Setup or Products window as needed, and reprocess the transactions in the General Ledger Export window. For more information, go to Setting Up the General Ledger Interface and Recording Product Information.
  7. Export the transactions or journal entries to their respective locations.
    Export TypeInstructions

    MAS 90/MAS 200

    Click Export Transactions to Ledger to export the transactions into the accounting system file.

    The accounting system file is either in the officeMate\DATA\GL folder (for new users or were an OfficeMate Enterprise user who upgraded to OfficeMate 9.0 or above) or the OMATE32\DATA\GL folder (for OfficeMate users who upgraded to OfficeMate 9.0 or above).

    QuickBooks

    1. Select a location from the Export to QuickBooks Location drop-down menu to export to multiple QuickBooks companies.

      Ensure that the QuickBooks company associated with the location you select is open in QuickBooks.

    2. Click Export Transactions to Ledger to export the transactions to QuickBooks.

      The Export Complete dialog box confirms that the export file was created.

    3. Click OK.
    If you receive an export error referring to a document number or account, there may be missing accounts. go to the Check List tab of the General Ledger Setup window to see if there are any missing accounts. Correct the errors and export the transactions again. For more information about the Check List tab, go to Setting Up the General Ledger Interface. If no invalid accounts are listed, verify that the account number in the error message is in the QuickBooks location's Chart of Accounts.
  8. To view exported general ledger transactions, click View Export File.
    The export file is in CSV format. The exported general ledger transactions open in the program your computer associates with CSV files, often Notepad or Excel.
  9. To research the detailed data that composes each exported general ledger transaction, click Research. For more information, go to Using the General Ledger Interface to Export Transactions.
  10. Click Close when you are finished.
This section provides a high-level overview of setting up the MAS General Ledger Exchange to import OfficeMate general ledger transactions. For more information about importing transactions into MAS 90 or MAS 200, refer to the documentation provided by Sage Business Solutions.
  1. Open MAS 90 or MAS 200.
  2. Click Modules, select General Ledger, select, Utilities, and select General Ledger Exchange.

    The General Ledger Exchange Settings Wizard opens.

  3. Click Next to continue.
  4. Select the Import Data radio button and click Next.
  5. Select Transactions from the What Type of Data Do You Want to Import drop-down menu and click Next.
  6. Type a name for these exchange settings in the text field provided. For example, “OfficeMate Import.”
  7. Type a description for these exchange settings in the text field provided and click Next.
  8. Deselect the Allow Out-of-Balance Transactions check box.
  9. Select the Create Source Journals as Needed check box.
  10. Select Import entry using the next journal number from the Duplicate Transaction Procedure drop-down menu and click Next.
  11. Select the Create Main Accounts as Needed and the Create Sub Accounts as Needed check boxes and click Next.
  12. Select All from the Opened column drop-down menus for each item listed in the Select Field column and click Next.
  13. Select CSV from the Exchange File Type drop-down menu.
  14. Type the path and filename of the OfficeMate export file in the Exchange File Name text field and click Next.
    The default location is C:\OfficeMate\GL\GlImport.csv.

    The file cannot be imported while it is open in Excel.

    Never modify the CSV file using Excel or other spreadsheet application. Modifying the file corrupts the necessary MAS parameters.

  15. Select the Standard File Format radio button and click Next.
  16. Deselect the Execute the exchange when clicking Finish check box and click Finish to save the exchange settings.
  17. Continue by importing transactions into MAS 90/MAS 200. For more information, go to Using the General Ledger Interface to Export Transactions.
This section provides a high-level overview of importing OfficeMate general ledger transactions. For more information about importing transactions into MAS 90 or MAS 200, refer to the documentation provided by Sage Business Solutions.

Prior to performing these steps, ensure that you have set up the MAS general ledger exchange settings. For more information, go to Using the General Ledger Interface to Export Transactions.
  1. Open MAS 90 or MAS 200.
  2. Click Modules, select General Ledger, select, Utilities, and select General Ledger Exchange.

    The General Ledger Exchange window opens.

  3. Select the OfficeMate exchange setting and click Proceed. If an OfficeMate exchange setting is not listed, go to Using the General Ledger Interface to Export Transactions for information on setting up the exchange.
  4. Continue by posting transactions to the MAS 90/MAS 200 ledger. For more information, go to Using the General Ledger Interface to Export Transactions.
This section provides a high-level overview of importing OfficeMate general ledger transactions. For more information about importing transactions into MAS 90 or MAS 200, refer to the documentation provided by Sage Business Solutions.

Prior to performing these steps, ensure that you have imported OfficeMate transactions into MAS 90/Mas 200. For more information, go to Using the General Ledger Interface to Export Transactions.
  1. Open MAS 90 or MAS 200.
  2. Click Modules, select General Ledger, select, Main, and select General Journal.

    The General Journal window opens.

  3. Click Preview to preview the journal entries as needed.
  4. Click Print to print the journal.
  5. When prompted, click Yes to update the general journal.
  6. Click Proceed.
  7. When prompted click Yes to test the exchange settings. If errors are encountered contact Sage or review the documentation provided by Sage Business Solutions.
  8. Click Yes to post the transactions to the general journal.
Use the research tool to view individual OfficeMate transactions or locate fee slip numbers, adjustment transaction numbers, or patient numbers.
  1. Open the General Ledger Export window. For more information about opening the General Ledger Export window, go to Using the General Ledger Interface to Export Transactions.
  2. Click Research.

    The G/L Export Research Tool window opens.

  3. Type or select a date from the Transaction Date field.
  4. Select a location from the Location drop-down menu.
  5. Click Find.

    OfficeMate displays general ledger transactions that match your search criteria.

  6. Select a transaction from the list to display the general ledger transaction details.

    OR

    Type a transaction number in the Transaction No. field.

  7. Click the By Account tab to view general ledger transactions by general ledger account number.

    OR

    Click the By Document tab to view general ledger transactions by fee slip number or adjustment number.

    Document numbers are the same as either the fee slip number, inventory adjustment number, deposit number, or purchase order batch number, depending on the type of transaction. Use the document number to find individual transactions in OfficeMate.

    Numbers in parentheses that follow patient names are OfficeMate patient numbers.

    Numbers in parentheses that follow product names are OfficeMate product numbers.
  8. Review the transaction details as needed.
  9. Click Close when you are finished.