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Exporting Data From the System
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Adding a File For Export
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To Export a file, Users must first add the file as an item on the Export Files grid. Click the 
button located on the Grid Toolbar above the Export Files grid.
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In the data entry form, the User must define a number of required fields.
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Manually Exporting a File
Navigate to the Export Files grid by opening the 'Admin' tab and clicking on the node labeled 'File Management'.
Click on the node labeled 'Export Files'. Admin > Imports/Exports > Export Files
Click the row containing the information that is desired for the export.
Click the
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button.The
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button will allow viewing of the selected Export File and the
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button will download the selected Export File.
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The 'Template replacements for executing SQL and build the file'
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field is used for changing and replacing parts of an SQL Query in the fields.
The 'Bind Params for Running the Query'
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field is used for defining variables in the query in the fields
Scheduling Exports
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Users are able to schedule Export Files.
From the Export Files grid, open the desired Export and select the 'Schedule/Event' tab.
Click the
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button on the Schedule/Event grid.This will open the 'Add New Export Event' form.
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Select either an Event or a Schedule as the trigger to Export the file on the 'Event or Scheduled' drop down.
The 'Next Run Date' field is used for setting the exact Date and Time for the Schedule.
If a 'Schedule' is desired, the User must then specify both the 'Frequency' of the Export.
Frequencies range between 'Every Minute' and 'Yearly'.
Exports can also be set to trigger whenever a 'Bill' has been generated, with the 'Run this Export when an Event is Triggered' option.
Finally, the User must select the method for the Export.
'Email': the exported file will be emailed to the Email address provided in the 'Email' field.
'Outbound': the exported file will be placed in the Outbound Directory, where it can be accessed by other systems.
'Both Email and Outbound': the exported file will both be emailed and placed in the Outbound Directory.
Source Data - Crystal Report (Depreciated)
Crystal Report will draw from any currently created Crystal Reports that are available. Simply click the 'Crystal Report' picker in the 'Crystal RPT' tab. A Crystal Report can be Exported as one of several desired 'File Types'; 'PDF', 'Word Document', 'Excel File', 'Rich Text File (rtf)', or 'CSV'. The Filename 'Prefix' field and 'Extension' may also be optionally selected.
Source Data - Custom Reports
Custom Report will draw from any currently created Custom Reports that are available. Simply click the ‘Custom Report’ picker in the ‘Custom Report' tab. A Custom Report can only be exported as a PDF. The Filename 'Prefix' field is optional but the 'Extension' will be set to 'pdf’.
Source Data - SQL
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To Export as a SQL Query, the User must specify a Delimiter and optionally specify the Enclosure. The Filename 'Prefix' field and 'Extension' may also be optionally selected. These will set the name of the file after it is Exported. SQL must be entered manually as a SQL Query in the 'SQL Query' tab. SQL Select into File Command (MySQL Only) allows you to set the SQL query to a file on the server. This is good if you need to view a lot of data that is limited by Adhoc and Import limitations.
Note: Contact PCR if your Organization is on Oracle DB, for help getting a query.
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An E911 file can be exported as one of three different 'File Types': Fixed Width , or Delimited, or Crystal Report.
When Exporting an 'E911' file, there are three tabs of information to be considered: Columns, Header/Footer Lines, and Schedule/Event.
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In the tab labeled 'Columns', the User can define which columns of data populate the file. To add a column of data, press the 'Add' button located on the Grid Toolbar above the Columns Grid.
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In the form, Users can select the desired column of data in the field labeled 'Source Column'. The options listed in the 'Source Column' field depend on the User's selection of 'Source Data'. For example, if the User selected 'General Ledger' as the 'Source Data', the 'Source Column' field will list each column that exists on the General Ledger Grid. If the export file requires a static, repeating value in a particular column; select the Source Column option of “Constant Value”. A User can then enter that repeating value in the Constant Value field.
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To add a header or a footer, click the 
button on the Grid Toolbar above the Header/Footer Lines grid. In the form, Users should first enter a 'Line Number' to determine the order of the header/footer in the case of multiple entries. If the User is adding a footer, check the box next to the 'Footer' field.
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Next, the User can define the column of data that will populate the new header/footer. This is similar to the ones already set on the ''Columns'' tab. To do so, follow these steps:
Click the
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button on the Columns grid.This will open the 'Add New Export File Column' form.
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Select the Column Type from the drop down. These can be '<Constant Value>', 'Row Count', 'File Sequence', 'Column Sum', 'Current Date/Time', or 'Current Date'.
The Delimited Index field needs to be filled in as well with the
Once these required fields have been satisfied, click the
button. The new header/footer will appear on the 'Headers/Footers Line' grid.
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The Filename field can accept either a DATE (Ymd) or DATETIME (Ymdhis):
Examples:
some_file_name_{DATE}.txt => some_file_name_20211117.txt
some_file_name_{DATETIME}.txt => some_file_name_20211117104403.txt
USE_DATE
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Setting a USE_DATE in the Template replacements will set a specific date in the filename.
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There are some special Bill Params Available when the Event is "Bill generation completed":
{BILLDATE}
Example "202101" for the January 2021 bill
{BILLDATE_MM/DD/YYYY}
Example "01/01/2021" for the January 01 2021 bill
{BILLS_RECID}
Example 1234 the RECID for the Bill Recid 1234
{TEST_BILL}
Exmaple "TEST" This is "TEST" if this is a test Bill or "" if not a test bill
{BD_SUFFIX}
Example "_2101" for January 2021 bill if it is Archived
These Bill parameters can be used in the SQL for GL Feed Exports.