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Export GL Transactions - Sending Data to Accounting Systems

Export GL Transactions - Sending Data to Accounting Systems

The Export GL tool sends ecommerce transaction data to external accounting systems. It collects charges, payments, refunds, and other financial transactions and packages them for export. Two export formats are available, configured in the Ecommerce Settings.

Navigate to Tools > Export GL in the Ecommerce portal.

The tool displays:

  • Last Export — the date and time of the most recent export, or "No Export Performed" if no export has been run
  • Transactions Avail — the count of transactions that have not yet been exported

Configuring the Export Format

Before using the export tool, the export format must be configured in Settings. If no format is selected, the tool displays: "To use the data export tool, you must first set the data export format. Use the General Ledger Tab of Settings to change export modes."

To change the export format:

  1. Navigate to the Settings page in the Ecommerce portal
  2. Open the General Ledger tab
  3. Select the desired export format
  4. Save

Format 1: DLI Custom Export

This format collects all transactions since the last export and saves them in the Ecommerce Export table.

The tool description reads: "The data export tool collects all transactions since the last export and saves them in the Ecommerce Export table. Exports run automatically as the last step of the batch process, but you can force a run now by clicking Export Now."

Key characteristics:

  • Runs automatically during the daily Housekeep batch process
  • Can be triggered manually with the Export Data button
  • Exported data is saved to the Ecommerce Export data table
  • Each export run creates a new export record

Format 2: General Ledger Transaction Monthly Exports

This format exports General Ledger transactions organized by calendar month.

The tool description reads: "In this mode, General Ledger Transactions for the previous month(s) are available for export after the start of the following month."

Key characteristics:

  • Exports are available only after the month has ended
  • Each export covers one calendar month of transactions
  • Shows the count of unexported transactions and the oldest unexported transaction date

Running an Export

To manually trigger an export:

  1. Review the Transactions Avail count to confirm there are transactions to export
  2. Click the Export Data button
  3. The export processes and displays a result message

For Format 1 (DLI), the success message reads: "Data Export Complete. Go to Ecommerce Export Data to download exported data."

For Format 2 (Monthly GL), the result message includes details about the exported period and transaction count.

Downloading Exported Data

After an export completes:

  1. Navigate to the Ecommerce Exports data table (available under the Data section of the portal)
  2. Locate the export record
  3. Download the exported data file

How Transactions Are Categorized

Each transaction records GL account information that determines how it is categorized in the export:

  • GL Account Number and GL Account Name — the source account
  • To GL Account Number and To GL Account Name — the destination account for double-entry bookkeeping

These are assigned based on the General Ledger Account configured on each item, charge, or credit at the time the transaction is created. Default GL accounts are configured in Settings for:

  • Cash
  • Accounts Receivable
  • Shipping
  • Tips
  • Tax
  • Miscellaneous Adjustment Income
  • Deposits
  • Income

Transaction Date Restrictions

When processing payments, the Transaction Date field on the Payment tool may be restricted based on export periods. If a period has already been exported, you cannot backdate a transaction into that period. The Payment tool displays the earliest allowed date.

Automatic vs Manual Exports

For Format 1 (DLI), exports can be configured to run automatically:

  • When the automatic export setting is enabled, the batch process exports transactions as its last step during each Housekeep cycle
  • Use the manual Export Data button only when you need to force an export outside the normal schedule

For Format 2 (Monthly GL), exports are always manual — you must click Export Data to generate each month's export.

Tips

  • Check the Transactions Avail count regularly to ensure exports are running as expected
  • If the count grows unexpectedly large, verify that automatic exports are enabled (for Format 1) or that monthly exports are being run (for Format 2)
  • After changing GL account assignments on items, future transactions will use the new assignments — previously exported transactions are not affected
  • Keep the Ecommerce Exports data table organized by reviewing and archiving old export records periodically