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 file 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

1. Review the CSV file for any missing accounting units, cost centers, or activity codes:

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

2. If an accounting unit or cost center is missing:

  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.

3. 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.

  • Go to Report Output Listing in RecTrac.
  • In the Description box, enter GL Distribution.
  • Expand the System – Financial module/group in the results.
  • Select the first VSI – GL Distribution entry highlighted in pink.
  • Run the report.
  • When the Run Options window appears, select GL Distribution Report (SAGLDistributionReport) from the report dropdown.
  • Do not select a Report Criteria Template.
  • Select Continue.
Report Output Listing filtered for GL Distribution reports with VSI - GL Distribution report highlighted under the System - Financial module.
Run Options window with GL Distribution Report selected before continuing.

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.

Select the GL/Cost Center Criteria tab.

  • Filter results using the applicable GL Code.
  • Select Process.
Core Criteria tab showing Use User Name Range and Use Posting Date Range boxes checked, with Begin Posting Date and End Posting Date both completed.

4. Configure Report Options

  • Set Sort Option to Cost Center/GL Code/Date/Receipt.
  • Select Print Pay Code Subtotals.
  • Select the desired File Format and Output Option.
  • Select Continue.
  • Close the processing notification.
  • Wait for the report to generate.
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.

5. If an activity code is missing:

  • Review the transaction and identify the cost center.
  • If the cost center begins with 13 or 17, enter activity code 99913.
  • If the cost center begins with 12, 16, or 40, enter activity code 99912.
  • If the code cannot be determined from the cost center, review the department Activity Code Table.
  • Update the activity code in the CSV file.
  • 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.

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 equals zero.

Important: Search the file one final time for "N/A" before proceeding and verify that the sum of all transaction amounts 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.
  4. Save the file for archival purposes according to departmental procedures.

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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