Charges | Accounting Export Profiles

Accounting exports can be found under Payments > Payments:

The first Charges grid in the payments service contains charges of all users in the community.

The second "Accounting" grid contains all available accounting exports that are configured for your community.

Generic unpaid/charges export

The generic charges export contains charges linked to an unpaid payment method. It contains a wide set of data fields related to the charge and the resident linked to the charge. This export is the most complete export and can be used to convert the data into other formats. It contains 1 line per charge/request, each line contains the linked charge code.

Generic paid/journal export 

The generic journal export contains requests and transactions linked to a paid payment method like cash and card. It contains multiple lines per request, 3 to 5 lines per request depending on the payment and discount setting. These lines are all the bookings needed in the accounting software. Each line contains the corresponding general ledger account according to the accounting configuration.

Yardi unpaid/charges export

This export contains charges linked to an unpaid payment method and is based on the Yardi export format design that is implemented for most Yardi customers. It contains only less detail than the generic export and has a specific option to add trailing zeroes to the invoice reference field, as required by the Yardi import feature.

Yardi paid/journal export

The journal export contains requests and transactions linked to a paid payment method like cash and card. It contains multiple lines per request, this export has less detail than the generic journal export.

Accounting export

This export contains the accounting journal lines for all payment methods. Each charge is split into the different booking lines needed in the accounting software. Additional lines are added if charges are paid in Cubigo when the charge was already exported and booked in the accounting software.

Accounting Export Profiles

Accounting export profiles are configurable templates that are housed within the Payments tab of the back office panel. Users with access to the Payments cube can now create charges export profiles. You can access these templates by navigating to Payments > Settings in the back office.

These templates contain settings that will be used to automatically generate accounting exports on configured times. These exports can then be downloaded in the "Downloads" tab.

You can specify the export format, select which roles and services to include, and decide whether previously exported records should be included. Additionally, you can set the frequency of export generation, define the data range, and, for weekly or monthly exports, select the specific day of the week or month. Finally, a delay can be configured for exports, allowing time for any necessary charge corrections before finalizing the export.

• Each automatically generated export will always be a final export.
• Staff can preview an export template before finalizing it.
• General charges and generic journal are now split into two distinct formats:
  • Generic charges: Previously known as the generic unpaid export.
  • Generic journal: The paid generic export.

Creating the Export Template

Name: Create a name for this export template.

Format: Choose a format configured for the community (e.g., Alis, generic charges, MatrixCare, Yardi, etc.).

Roles: Select the specific roles for which you want to generate this file. If no roles are selected, the file will be generated for all roles in the community.

Services: Apply the same logic as above for services.

Include Exported Records: If you have already performed a final export manually and wish to include those records in the automatically generated export, select this option.

Repeat: Define the frequency for generating the export template:

• Daily: Generates an export daily with information from that day.

• Weekly: Generates an export weekly on the day you select. For example, selecting ‘Wednesday’ will generate an export on the night between Tuesday and Wednesday, pulling data from the prior Tuesday to the current Tuesday.

• Monthly: Generates an export monthly on the day you select. For example, selecting the 5th will generate an export for the period from the 5th of the previous month to the 4th of the current month, with the export being generated on the 5th of the current month.

• Allow delayed export on schedule time: If you need a window of time to make adjustments to charges or process refunds before creating an export, you can set a delay. By default, the delay is set to 0 days.

  For example:

  • If you select a monthly export on the 5th with a 0-day delay, the export will occur on the 5th.
  • If you select the 5th of the month for the export and set a 1-day delay, the export will occur on the 6th. This will include data from the 5th of the previous month up to the 4th of the current month, with the export generated on the 6th.

  This delay option is also available for daily and weekly exports.

Once saved, it will take you back to the payments grid. You can open it, see the details, and edit every setting of the one you just created. Changes you make will be immediate.

Preview Export:

We’ve added a button that allows you to preview an export. To use this feature:

1. Click on the template you want to preview.
2. Navigate to the ‘Preview Export’ button and click it.
3. You will be directed to the ‘Accounting’ tab in the Payments section of the back office, where the filters and dates will reflect the settings from the template you created.

In the ‘Downloads’ tab, you can view all automatically generated exports based on the template you created. As mentioned above, the status of these exports will be marked as ‘Final.’