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.