Parks and Recreation Knowledge Base

GL Export Process

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This article is intended for Help Desk Finance staff responsible for processing RecTrac General Ledger (GL) export files. It explains how to retrieve RecTrac GL export files, review and correct common interface errors, save required records, and upload files to the Secure File Transfer Protocol (SFTP) site.

You can run this report manually in RecTrac at any time, even if you normally receive the report through a scheduled email.

Step 1: Obtain the GL Export File

Option 1: Email

  • Review the automated "RecTrac GL Exports" daily email and download the attached CSV file.
Outlook email titled "GL Interface" showing attached CSV file "RecTracXX.XX.XX.csv" available for download.

Option 2: Zendesk Ticket

  1. Open Zendesk.
  2. Select Views.
  3. Open Help Desk Finance – Unsolved.
  4. Open the GL Interface ticket.
  5. Download the attached export file.
  6. Save the file locally.

To assign the ZenDesk ticket yourself:

  • Click Take It to the right of Assignee*.
  • Set Location to Customer Service Help Desk - CSHD.
  • Submit the ticket with the status set to Open.

Step 2: Prepare the Export File

Save the File

  1. Save the attachment locally (to desktop is fine) as a CSV (Comma Separated Values) file.
  2. Rename it using the appropriate date, changing the date in the faile name to today's current date.

Note: The date contained in the original RecTrac filename is typically seven days earlier than the date the email is received. Update the filename to reflect the current processing date.

Edit the File in Notepad++

  1. Right-click the CSV.
  2. Select Edit with Notepad++.
  3. Locate the first transaction sequence before the first comma.
  4. Open Find and Replace (Ctrl+F).
  5. Select Replace.

Modify the Sequence Number

  1. Reduce the sequence number by 7.
  2. Select Replace All.
  3. Save the file.
Notepad++ Find and Replace window with sequence number entered in the Find what and Replace with fields, showing values before and after reducing the sequence number.

For example, above we would replace “ZR30000005105” with “ZR30000005098”.

Important: Update every occurrence of the sequence number throughout the file. Failing to update all instances may cause the interface process to reject the file.

Step 3: Review and Correct Export Errors

RecTrac GL interface files may contain errors that prevent them from being processed successfully. Before uploading the file, review and correct any errors.

Search for Errors

  1. With the file still open in Notepad++, press Ctrl + F to open the Find/Replace window.
  2. Search for N/A.
  3. Select Find Next until all occurrences have been reviewed.

Missing Accounting Unit/Cost Center

If a transaction is missing an accounting unit or cost center, use the GL Distribution Report to determine the correct value.

Notepad++ Find window open over a RecTrac CSV file with "N/A" entered in the Find what field, showing how to search the export file for interface errors.

Note: Each occurrence of "N/A" must be researched and corrected before the file is uploaded. Transactions without a cost center cannot be routed to the correct accounting location.

GL Distribution Report Options window showing Cost Center/GL Code/Date/Receipt selected as the sort option and Preview Report selected as the output option.

If the Transaction Cannot Be Located

Generate a GL Distribution Report using the transaction's posting date and GL code to identify the correct cost center.

If the transaction still cannot be located:

  1. Open Outlook.
  2. Search for Blank Cost Center Report.
  3. Open the email received the day after the transaction posting date.
  4. Review the report details to identify the correct cost center.

Update the Export File

  1. Determine the correct cost center.
  2. Update the transaction within the CSV file in Notepad ++.
  3. Save the file.

Missing Activity Code

  1. Review the transaction and identify the cost center.
  2. If the cost center begins with 13 or 17, enter activity code 99913.
  3. If the cost center begins with 12 or 40, enter activity code 99912.
  4. If the code cannot be determined from the cost center, review the department Activity Code Table.
  5. Update the activity code in the CSV file.
  6. Save the file.

Example: A transaction with cost center 13257 would use activity code 99913 because the cost center begins with 13.

A transaction with cost center 40021 would use activity code 99912 because the cost center begins with 40.

Important: Enter the activity code on the same transaction line that requires correction. If the activity code is added to the wrong line, the file will be returned for correction.

Generate the GL Distribution Report

  1. Open GL Distribution Report in RecTrac.
  2. In the Core Criteria tab:
    • Select Use User Name Range in the User Range section.
    • Select Use Posting Date Range in the Transaction Criteria section.
    • Enter the appropriate Begin Posting Date and End Posting Date.
  3. Select the GL/Cost Center Criteria tab.
  4. Filter results using the applicable GL Code.
  5. Select Process.

Configure Report Options

  1. In the Report Options window:
    • Set Sort Option to Cost Center/GL Code/Date/Receipt.
    • Select Print Pay Code Subtotals.
    • Select the desired File Format and Output Option.
  2. Select Continue.
  3. Close the processing notification.
  4. Wait for the report to generate.

Step 4: Save and Verify the Corrected File

After all corrections are complete and the file is saved, review the file to verify:

  • The filename contains the correct processing date.
  • The sequence number was updated successfully.
  • All N/A values have been addressed.
  • Required cost center and activity code corrections have been made.
  • The sum of all transaction amounts, excluding the last two lines of the file, equals zero.

Important: Search the file one final time for "N/A" before proceeding and verify that the sum of all transaction amounts (excluding the last two lines of the file) equals zero. If the transaction amounts do not balance to zero, the file will be returned for correction.

Step 5: Upload Files to the SFTP Site

  1. Open the SFTP webpage: https://transfer.mncppc.org/ThinClient/WTM/public/index.html#/main
  2. Sign in using the assigned credentials.
  3. If a certificate warning appears, select Continue to this website (not recommended).
  4. Click the “v10” folder icon, then click on the “Upload” folder icon and finally click the “PROD” folder.
  5. Select Upload.
  6. Browse to the corrected CSV file.
  7. Select the file and choose Upload.
  8. Wait for the upload to complete successfully.
  9. Close the upload window when finished.
Web Transfer file directory showing the "v10" folder highlighted as the next folder to select before navigating to Upload and PROD.
Upload Files window on the SFTP site with Browse buttons for selecting files and an Upload button used to submit GL export files to the PROD folder.

Step 6: Complete and Close Out

If the file was received through Zendesk:

  1. Return to the GL Interface ticket in Zendesk.
  2. Add a note indicating that:
    • The file was reviewed.
    • Required corrections were completed.
    • The file was uploaded to the SFTP site.
  3. Submit the ticket as Solved.

Example Internal Note: Reviewed GL export file, corrected interface errors as needed, and uploaded the finalized file to the SFTP site for processing.

If the file was received only through email:

  1. Verify that the file was uploaded successfully and close out.
  2. Save the file for archival purposes according to departmental procedures.
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