PS: Submitting and Exporting the Daily Income Journal

The Hook: Use this workflow to finalize the Daily Income Journal (IJ) and export the data to your accounting system.

 

Prerequisites:

• Permissions: Users must have access to the Daily menu. The Recall function requires specific permission settings.
• System Status: The Daily Income Journal must be fully balanced (0.00 variance) before the Submit option becomes available.

 

The Steps for Completing at the Site Level:

1. Navigate to the Daily menu and select Submit Income Journal.
2. Locate the specific Date row you wish to process.
3. Verify the Out of Balance column displays 0.00.
   • Note: If there is a variance, the Actions column will remain blank.
4. Click Submit in the Actions column.
   • The Status column will change to Submitted.
5. Click Export in the Actions column.
   • Depending on your integration, this will either push data directly to the accounting system or download a file (CSV/TXT) for manual upload.

 

The Steps for Completing at the Corporate Level:

1. Navigate to the Accounting Module menu and select Export Income Journal.
2. Locate the specific Property row you wish to process.
3. Verify the Out of Balance column displays 0.00.
   • Note: If there is a variance, the Actions column will remain blank.
4. Click Submit in the Actions column.
   • The Status column will change to Submitted.
5. Click Export in the Actions column.
   • Depending on your integration, this will either push data directly to the accounting system or download a file (CSV/TXT) for manual upload.
   • Users can also export All Batches for All Sites, by selecting the Export All icon at the top of the screen. 

The Result:

• Success: The Status column updates to Exported, and the batch is locked to prevent further changes.

 

Troubleshooting:

• Cannot see "Submit": Ensure the Out of Balance column is exactly 0.00. The system prevents submission of unbalanced journals.
• Need to edit an Exported batch: Click Recall in the Actions column. This reverts the status to New and allows edits.
  • Note: If Recall is not visible, you do not have the required permissions to unlock exported data.