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10.2 Export PO Items to Sun Financials

← 10. Interfaces
The Sun Financial Export is available via the Finance Managers Dashboard. Click on the button marked "Exports", and you are taken to a new page "Export Dashboard"

On this page there are three key elements:
  1. A blue button labelled - "Add Export Batch" - This button opens a screen to add a new export batch.
  2. An "Open Export Batches" panel, this lists all batches which have not been completed.
  3. A "Completed Export Batches" panel, this lists all previously completed batches.
See the example below:

http://tmms-oil.com/support/wp-content/uploads/2013/08/ExportDasboard.png

Step 1 - Create a New Batch


To create a new batch, click on the "Add Export Batch" button. The following screen will open:

http://tmms-oil.com/support/wp-content/uploads/2013/08/AEB.png

Complete the following three fields, then save the Header record.
  1. Remarks - make any comments relevant to the creation of this batch.
  2. Year - Enter the year in numeric form i.e. 2013.
  3. Month - Enter the month of the year in numeric form i.e. 8.
Once complete, click on the Green Save button.

Step 2 - Select Available Items


Once the Batch has been created, the following screen is displayed:

http://tmms-oil.com/support/wp-content/uploads/2013/08/ExpBatchSelect.png
The screen displays the items available for export in the "Available Items" Panel, and any previously selected items in the "Selected Items" Panel. If this is the first export batch for the month, there should be no items showing in the "Selected Items " panel.

To select all the items click on the "Grid Edit" link (See the red arrow), and the following screen is opened. 

http://tmms-oil.com/support/wp-content/uploads/2013/08/GridEditSelect.png

  • Select the Related Batch in the first row, by double Clicking on the cell. 
  • Highlight the first cell, and the last (while the "shift" key is held) so all the rows are highlighted in yellow.
  • Then "Right Click" on the highlighted area and select "Fill Down". This will copy the batch number through all the cells. 
  • Select the Save button at the top of the right side of the screen. This saves the selection, and will return you to a screen as below.


http://tmms-oil.com/support/wp-content/uploads/2013/08/ExportReady.png

If you selected all the items in the previous section then the screen will look like this. If by some chance you missed selecting one or two lines, then they will be shown in the Available items and the previous step can be repeated.

You will notice that now you have selected some items, the "Export Button" is displayed along with the "Export Completed" button.

Step 3 - Export Selected items


When you are ready to complete the Export, click on the "Export" Button. This will run a report in the background and create a "CSV" file to rename and save to your Network or PC hard Drive. as follows:

http://tmms-oil.com/support/wp-content/uploads/2013/08/ExportCSV.png

  • Rename the file to one with more meaning, 
  • Select the directory into which you wish to save the file,
  • Click on the Save button.
Once you are happy that you have completed the export, then you can click on the "export Completed" button  to lock the Batch. This is important to ensure that users are not able to re-export this particular batch.

Step 4 - Import in to Excel


The final step in the process is to import the exported file (YearMonthBatch.csv) file into Excel to complete the Export process and commence the Sun Financial Import.

Microsoft have put together some extensive notes on this here.


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