Extracts
This functionality extracts transactions from FlexiPurchase and generates an extract file that can be uploaded into your organisation’s finance system.
A drip feed extract is used for extracting completed and approved transactions many times during a period, preferably until there is nothing left to extract. This allows prompt posting to the GL and supports a process that spreads processing time across the period.
Some organisations may have a custom extract where the output is customised for your finance system. Otherwise, your organisation will have the standard drip feed extract which is documented below:
Standard Extract output files could be text, csv or excel depending on your configuration. Transactions are grouped by employees, and the field outputs are shown below for a standard card extract.
1. Fields and field order
Field Number
Field Definition
Type
Field Size
Example
Description
1
Employee Name
String
Glenn May
Employee name
2
Employee ID
String
1234
Employee ID
3
Posting Date
Date
30-May-11
Date DD-MMM-YY
4
All Finance Codes
(can be multiple fields)
String
14104500
All Finance Codes
(Can be multiple fields)
5
Source Currency
String
3
AUD
Source currency of Transaction
6
Tax Exclusive Amount in Source Currency
Decimal
91.55
Tax Exclusive Amount in Source Currency
7
Billing Currency
String
3
AUD
Billing currency of Transaction
8
Tax Exclusive Amount in Billing Currency
Decimal
83.23
Tax Exclusive Amount in Billing Currency
9
Tax
Decimal
8.32
Tax amount
10
Tax Code
String
AUS GST
Tax code selected for Transaction
11
Tax Inclusive Amount in Billing Currency
Decimal
83.23
Tax Inclusive Amount in Billing Currency
12
Description
String
Purchase Stag Hotel. Lunch Meeting
Description 1
13
Description2
String
Description 2
14
Supplier Name
String
Stag Hotel
Supplier name of transaction
2. Running extracts
- In Administration > Period Management, click Statement Periods to display summary information for each period.
- Click Extract for the statement period to display the Period Access with summary information on the transactions to be extracted.
- Click Extract and then click OK to confirm the extraction.
When the extract is complete, you will receive a confirmation that the file has been placed in the Outbox folder of the Vault, ready for downloading.