GL Exports

This guide explains how to complete your GL Exports from ALIS, and everything you need to know about closing GL periods.

Types of GL Exports available

• If your team uses Sage Intacct, we have an API Integration available that can automatically sync your ALIS data with Intacct on a nightly basis. Read more about this integration in this article: Intacct API Integration.
• If you use QuickBooks, Multiview, Sage 300 (formerly Timberline), or Yardi, you can download an export of your ALIS data as a .csv file, and then import this to your GL. We can also do this with Sage Intacct if needed. 
• If you use American Health Tech (AHT) for your GL, you can download an export of your ALIS data as a .txt file, and then import this to your GL.
• Lastly, we can provide a generic file for any ledger software.

To set up any of the above-mentioned integrations, contact your ALIS account manager to get started. 

Export Transactions and Close Period

• You can create the export files for your GL and close monthly periods as part of a monthly process.
• During a Closed Period, your teams are unable to add or edit charges on the period's invoices.
• For credits and discounts, they are no longer editable once their creation has been exported in a period that has been closed, and they can not be unapplied once their application to an invoice has been exported in a period that has been closed.

When you are ready to export information from ALIS for import into your GL, go to the GL Transactions page. Find this in the Billing menu at the top of your page in ALIS.

The GL Periods tab shows all monthly periods listed with their Open/Closed status. 

1. Click the GL Txns button for the period you want to export.
   • On this page you can review each transaction to be posted for the period. Click the down arrow to the right of each transaction row to view the details of each amount that will be posted to your company's accounts.
   • To preview the export file of all unexported transactions in the period, click the Preview Export button at the top right of the page to download a preview file.
2. Once you are ready to create the export file, click the checkboxes to the left of each transaction (click the checkbox at the top left of the table to select all), and click the Export Transactions button.
   • Once all transactions in the period have been exported, this page will display "There are no transactions" when the "Hide Exported Transactions" filter is checked. 
3. Next, you need to download the export file and import it in your GL.
   • Find all export files in the Exports tab of GL Transactions, or if you are looking at the Transactions page for a specific period, click View Exports at the top right of the page. 
   • Click the Download button to the right of the export you just completed. You will have a separate row for each export that has taken place, and it is possible to export multiple groups of transactions within the same period.
   • This will prompt you to save the .csv or .txt file to your computer. 
   • Import the file directly into your GL software.
   • An export can be deleted if the period has not been closed. This places the transactions back on the period's transactions page for re-export.
4. When appropriate, close the period in ALIS, or set the period to Restricted Close. Read the next section for more details about Restricted Close.
   • Back on the GL Periods tab, the green Close Period button will be available to users with specific permissions. This is available only once all transactions for the month have been exported and after the month is over. As explained at the beginning of this section, closing the period restricts everyone's ability to edit the exported items in ALIS.
   • Periods can be re-opened by permissioned users.

Restricted Close

This is a setting we can turn on for your integration that allows you to "Restricted Close" the periods. This closes the period for most users even if all transactions have not yet been exported.

• Use this if you need to restrict changes to the period's transactions during the last several days of the month, perhaps because you need to prepare financial reporting due on the 1st.
• This will prevent the community's team from making changes to the period's transactions.
• Highly-permissioned users will still be able to make transactions during Restricted Close. These are likely members of the home office corporate accounting team.

Reporting

The GL Exports page functions as a data dump of all exported transactions so that you can audit the individual amounts that are exported to each specific account. To see a report view of this information, look at the Account Balances report.

Click the Account Balances button found on your transactions pages to go to the report. You can also find it in your Reports page in the Billing section.

The Ledger Report displays any transactions created during a specific period of time. This ignores invoicing and simply reflects anything created between two dates.

Related articles:

Intacct API Integration

Credits

Resident Refunds