Export G/L Financial Statements

There are a number of ways to export the Financial Statements.  How you want to use the export determines the way the Financial Statements will be exported. The financials are actually a form, much like an invoice, not a report; therefore the data doesn’t fit in columns for Excel.   But never fear, we still have a way to do it.

Below is one way to export the Financial Statements if you have the ability to email directly from the system:

• General Ledger (Module 4)
  • Financial Statements (Task 10)
    • Make the selections for date, divisions, etc…  Select the printer “EM-RAW - Email raw text for exporting’.  (This printer may be called something different on your system, EMLRAW, EMAILX, ETC…,.) This needs to be a printer for emailing raw text as an attachment.  If needed, contact us for assistance in setting up this printer.
    • Once the Financial Statement is created, e-mail it to yourself. 
    • When you get the email it will come with a ‘txt’ attachment.  The Financial Statements need to be opened using Excel; ‘right click’ on the attachment, then “Open with”  Excel.  If that choice isn’t available when you ‘right click’, instead ‘right click’ and “save as” to your desktop as a ‘txt’ file, then open Excel and find/open the saved Financial Statement on the desktop.
    • When the “Text import wizard” appears
      • ​Click “Fixed width” in the box and then the “Next” key.  
      • On the side-bar, scroll down to see the columns and then adjust the column breaks (note: in order for negative figures to appear correctly you need to adjust each column to the right just a little to provide room). 
      • Click on ‘Next” then click on ‘Finish’.

    • ​The financials are now in a spreadsheet format.  You may need to expand/adjust the columns.

Note: the sub-totals and totals are numbers, not calculations!

2). If the Financial Statements need to be presented to someone, the printer “EMAIL – Email portrait” may be used; this will e-mail the Financial Statements as an HTML   Another printer that can be selected is “EMPDF –Email PDF”; this will e-mail the Financial Statements as a PDF.  (Note:  the printers on your system may have a different name)

3).  Should you wish to export the G/L Trial Balance instead the Balance Sheet and/or Income Statement, please see the document titled: “Export G/L Trial Balance”, on our website in the General Ledger section of the Knowledge Base.

Note:  Maxene Reporter, our 3^rd party report writer, will create the Financial Statements in Excel (either automatically or ‘on demand’).   The sub-totals and totals, when using Maxene Reporter, are calculated figures (with formulas).  Contact us for a sample Financial Statement and information regarding Maxene Reporter.