Grain Trader can export transaction details to ASCII text files which can then be imported periodically into your General Ledger accounting package.

Receipts and Payments are exported to individual files, whilst all other transactions (ie Sales and Purchases) are exported to a third file. Receipts and Payments data does not include details of the individual debtor or creditor account because this would expose a high risk of errors (ie debtor/creditor names and/or account identifiers would have to be guaranteed to match to make this of any use). That is, only the amounts are transferred to the control accounts in the GL package. The export files are created automatically if they do not exist at the time a transaction needs to be logged.

At this time the facility supports either Attache or MYOB formats, however other formats will be provided if required subject to negotiation and provided that both an import facility exists and the import requirements are readily available from the GL package manufacturer/distributor.

To set up the export facility in Grain Trader, logon as the Admin user then:-

1. Insert the relevant General Ledger account numbers (from your accounting package Chart of Accounts) into the relevant columns in both the Purchase and Sales Departments, against each Department that you use.
2. On the Utility menu select Program Options. Select the Program Defaults tab and locate the General Ledger Transfer options block. Tick the checkbox “Generate General Ledger Transfer Files” and select the appropriate format from the drop-down list. If you are using MYOB or another accounting package that requires it, you will also need to enter the GL Account Number for the Cash At Bank account in the text entry box thus labelled. Then click OK to save the details.
3. When you wish to export the data from Grain Trader 3, click on Utility – Export – General Ledger Transactions. You may export all transactions which have not yet been exported or you may wish to re-export transactions for This Month, Last Month or a Date Range. These files are then created in a folder called GL_Export which is located under your Grain Trader Data Folder.
4. For MYOB, see the next section for details on the import procedure. Otherwise, consult you accounting package documentation or online Help for instructions on how to import the data.

This procedure refers to MYOB Accounting, however it should be similar for other editions of MYOB.

1. In MYOB, from the File menu select Import Data, then Transaction Journals.
2. On the next window; for Import File Format select Comma Separated and for First Record Is select Data Record
3. Locate the file that is to be imported – ie myobjnl.txt, myobrec.txt or myobpay.txt. Unless you have already moved it this will be in the same folder as your Grain Trader database, eg often f:\gt99data.
4. On the next window you need to match the import and MYOB fields. Select Match All. Grain Trader doesn’t export a job number (the last MYOB field) so this will not be matched on the MYOB side. All other fields need to be matched – a blank will stop the record from being imported.
5. After MYOB has finished importing it will advise whether it was successful or not. Any errors can be read in the file myoblog.txt in the MYOB folder.
6. Rename the import file (ie myobjnl.txt, myobrec.txt or myobpay.txt), as otherwise new transactions will be appended to the same file that has just been imported and MYOB will import them again with no warnings.

Contents: Sales & Purchases transactions.

Format: Plain text file, comma-separated values. Located in the same directory as the GT99 database. Debit Account Line: Reference, Trans Date, Description, Debit Account no, Amount, 0.00 Credit Account line: Reference, Trans Date, Description, Credit Account no, 0.00, Amount Empty line

Sample:

21212,24-11-00,,,50.00,0.00 21212,24-11-00,,,0.00,50.00

21212,24-11-00,,9765.10,5.00,0.00 21212,24-11-00,,0,0.00,5.00

21213,24-11-00,,,50.00,0.00 21213,24-11-00,,1200.10,0.00,50.00

21213,24-11-00,,0,5.00,0.00 21213,24-11-00,,9765.10,0.00,5.00

21214,24-11-00,027824 CANOLA SEED,11081020,9908.42,0.00 21214,24-11-00,027824 CANOLA SEED,9200.10,0.00,9908.42

21214,24-11-00,027824 CANOLA SEED,9765.10,990.84,0.00 21214,24-11-00,027824 CANOLA SEED,0,0.00,990.84

Contents: Receipt transactions.

Format: Plain text file, comma-separated values. Located in the same directory as the GT99 database. Debit Account Line: Reference, Trans Date, Description, Cash At Bank account no, Amount, 0.00 Credit Account line: Reference, Trans Date, Description, Credit account no, 0.00, Amount Empty line

Sample:

12345,27-09-00,Chq Dishonoured,cab,-250.00,0.00 12345,27-09-00,Chq Dishonoured,9880.10,0.00,-250.00

65432,27-09-00,Receipt,cab,250.00,0.00 65432,27-09-00,Receipt,9880.10,0.00,250.00

Contents: Payment transactions.

Format: Plain text file, comma-separated values. Located in the same directory as the GT99 database. Debit Account Line: Reference, Trans Date, Description, Debit Account no, Amount, 0.00 Credit Account line: Reference, Trans Date, Description, Cash At Bank Account no, 0.00, Amount Empty line

Sample:

1038,12-04-01,Cheque Cancelled,9700.10,-200.00,0.00 1038,12-04-01,Cheque Cancelled,cab,0.00,-200.00

0001000,24-11-00,Payment,9700.10,9178.62,0.00 0001000,24-11-00,Payment,cab,0.00,9178.62

0001001,24-11-00,Payment,9700.10,51.50,0.00 0001001,24-11-00,Payment,cab,0.00,51.50

0001002,24-11-00,Payment,9700.10,4452.25,0.00 0001002,24-11-00,Payment,cab,0.00,4452.25

0001003,24-11-00,Payment,9700.10,8304.86,0.00 0001003,24-11-00,Payment,cab,0.00,8304.86

0001004,24-11-00,Payment,9700.10,1964.70,0.00 0001004,24-11-00,Payment,cab,0.00,1964.70