Journal Entries Export
Export generates a tab-delimited text file with every accounting movement (journal-entry line) for a specific month, ready to open in a spreadsheet or import into an external accounting tool. It's useful when your accountant, auditor or an external system needs your ledger data outside of AdmCloud.
What is it and what is it for?
On this screen you pick a Year and a Month
and download an export.txt file with the detail of every accounting entry line
(journal entries, currency reevaluations, location adjustments and statistical entries) recorded in
your current subsidiary during that period. Each row includes the document type, date, number,
reference, notes, the full ledger account name and the net amount (debit minus credit).
The file doesn't replace your financial reports: it's a flat export meant so another program (a spreadsheet, your accounting firm's software, or another integration) can read your accounting movements without you having to retype them.
Screens in this area
| Screen | What it does |
|---|---|
| Export | The area's landing page, with the link to the Journal Entries export. For now it's the only export type available in this section. |
| Journal Entries | Choose the Year and Month to export and download the text file with that period's accounting movements. |
How to export your journal entries step by step
- Go to Export and click Journal Entries. You need the Journal Entries permission at Browse level.
- Check the Year and Month. When the screen opens, the current year and month are selected by default; change them if you need to export a different period.
-
Click Download. AdmCloud generates the
export.txtfile on the fly with all of your current subsidiary's accounting movements for that month, and downloads it to your computer. - Open the file. It's plain, tab-delimited text; you can open it with any spreadsheet app (choosing tab as the delimiter) or import it into the external accounting tool you use.
Exported file format
Each line in the file represents one accounting-entry line, with these columns:
| Column | Content |
|---|---|
| Type | The source accounting document type (Journal Entry, Currency Reevaluation, Location Adjustment, etc.). |
| Date | The document's date, in day/month/year format. |
| Num | The source document's number. |
| Name | The document's reference. |
| Memo | The entry line's notes. |
| Account | The full name of the ledger account affected. |
| Clear / Split | Columns reserved for compatibility with external tools; they're exported blank. |
| Amount (two columns) | The line's net amount in your functional currency (debit minus credit), repeated in both columns. |
Key fields
| Field | What it's for |
|---|---|
| Year | The accounting period's year to export. Defaults to the current year. |
| Month | The accounting period's month to export. Defaults to the current month. |
Validations when saving
- This screen doesn't save any data; it only generates a download file, so no data-entry validations apply.
- Without the Journal Entries permission at Browse level, the export isn't generated and an access-denied message is shown instead.
Availability, plan and modules
- Requires the Accounting module to be active. On most plans this module is always on; on the Enterprise edition, an administrator can turn it off, in which case this screen doesn't show up in the menu.
- Access is controlled by the Journal Entries permission at Browse level (the same permission that controls entering Journal Entries, Currency Reevaluations and Location Adjustments).
- The export pulls movements from your currently selected subsidiary if your company has subsidiaries enabled.
Tips and common pitfalls
The file uses tabs, not commas, as the separator. If you open it in a spreadsheet and everything lands in a single column, explicitly choose "tab" as the delimiter when importing it.
The amount is already netted. The Amount column is the line's debit minus credit in your functional currency: a positive value means a net debit line, a negative value means a net credit line.
Can't find Export in the menu? Check with your administrator that you have the Journal Entries permission and that the Accounting module is active for your company.