Journal extract

Click here for a sample Journal Extract report

When you select 'Journal extract' under 'Accounting' on the main menu, you'll see a screen that lists the companies you have defined and the current accounting year and period for each company. To extract the journal, select the company(s) for which you want to run the extract by double clicking on the company name or clicking in the checkbox for the company(s) you want to include. Then click on "OK" and specify when you would like to run the report (click here for details on options for running updates). (QuickFill always warns you to back up your database before you begin. Make sure that you have an up-to-date backup.)

The 'Journal extract' generates both a report and an output that contain the journal entries you accumulated since you last ran the extract. QuickFill gives you a single dollar amount for each publication/account combination.  (See below for a complete description of the available file formats.)

QuickFill warns you if you try to run 'Journal extract' before you've entered your general ledger accounting codes (that is, the accounting codes in columns three and four that correspond to the QuickFill accounting codes—click here for more information on account codes). If you plan to post the extracted amounts electronically, provide these missing codes before running the extract. If you ignore the warning, QuickFill uses "000000" for the account and publication codes in the file you use to post data to your regular accounting system.

QuickFill constructs the name of the file you can use to post data to your outside accounting system by taking the the company code, accounting year, accounting period, and extract number with a file extension of DBF for the 'dBASE' format and CSV for the 'Comma-delimited' and 'Peachtree' formats.  Here's an example. Say the code you enter for your company is CWC and you use the dBASE format for your extract files.  When you run 'Journal extract' for the first time for accounting period 12 in the year 2015, QuickFill creates a file called CWC20151201.DBF.  The extract number starts at 01 and is incremented by one each time the extract is run within an accounting period; it is reset to 01 each time the accounting period is closed.

You'll see the name of this posting file at the bottom of the report the extract creates. QuickFill saves this file in the mail-merge directory. For the exact location of this directory, go to the 'About QuickFill' screen.

To print or view the report, select 'Print…' under 'Reports' on the main menu.

You can run the journal extract at any time. And you can run it as many times as you want during each accounting period. The 'Journal extract' reports only those entries you created since the last time you ran it.

After you run the 'Journal extract', QuickFill enters zeroes in the "Unextracted amount" column of the 'Account codes' screen (click here for more information on account codes ).

Output formats

QuickFill can create journal extract files with a comma delimited, dBASE, or Peachtree (for Peachtree Accounting 2003 software) format.  The 'Output format' field on the 'Companies' definition screen is used to specify the journal extract file format. The default format is 'Comma-delimited'.  The 'Companies' definition screen also contains a field named 'Acct separator' that is used to specify the publication code/account code separator for the 'Peachtree' format.

dBASE & Comma-delimited formats

The file format for the 'dBASE' and 'Comma-delimited' formats is as follows:

 

 

Field name

 

Description

Width for dBASE file

COMPANY

Company code

12

YEAR

Accounting year

4

PERIOD

Accounting period

2

EXTRACT

Extract number (see the note above)

2

DATE

MM/DD/YY for the 'dBASE' format
YYYYMMDD for the 'Comma-delimited' format

8

QFPUBCODE

QuickFill publication code

12

QFACCOUNT

QuickFill account code (e.g. A_RN)

6

PUBCODE

Accounting system publication code

12

ACCOUNT

Accounting system account code

6

DESCR

Description of QuickFill account code

40

AMOUNT

Dollar amount including two decimal places (this field contains a positive amount for debits and a negative amount for credits)

14

 

Peachtree format

The file format for the 'Peachtree' format is as follows:

 

Field

Description

1

Date (MM/DD/YY) the extract was run

2

Company code, accounting year, account period and extract number.  Combined together, these fields comprise a unique reference code.

3

Date cleared in bank receipts (this field will be blank)

4

Number of distributions (records) in the transaction (each publication is considered a transaction)

5

Accounting system Publication code/Account code (the two codes are separated based on the 'Acct separator' field on the 'Companies' definition screen.).  The combination of these two codes are used to form the account code that the amount will be applied to in the PeachTree system.

6

Description of corresponding QuickFill account code

7

Dollar amount including two decimal places (this field contains a positive amount for debits and a negative amount for credits)

8

Job ID (this field will be blank)

9

Reimbursable expense indicator (always FALSE)