Accounting Export Utility

This utility uses a standard Millennium report template (criteria and Crystal format), designed to prepare and export a file into Excel format. Access the Accounting Export Utility by using Reporting>New Criteria>Financial and clickingAccountingExport or AccountingExportDues.

This utility is designed for the purpose of creating an export file in Excel format, showing information concerning a set of Giving transactions. This file may be useful for transmittal to a business office. There is one standard template that allows you to create an export file of Gift information, and another that allows you to create an export file of Dues information.

The transactions are defined by date parameters which you provide as prompted during the run of the criteria. When the reporter selects the giving transactions and creates a standard generic export worktable, that worktable is automatically passed to Crystal reports, which formats that information, along with other information that it gathers, into a single-line, Excel format.

You may make any modifications to either the standard criteria or formats to meet any of your precise export file needs, and then save any number of your customized versions, for repeated use.

Utility Classification

This utility reports on information in the database but does not alter it. Therefore it is classified as a User utility.

Criteria Specifications

The following describes the criteria specifications for the standard Financial templates, Accounting Export and Accounting Export Dues.

Criteria: The standard criteria selects all transactions from the Gift or Dues table between prompted dates. These criteria statements may be modified as desired as long as key file is Gift or Dues (as appropriate).

Report Options: Do not combine spouses, Allow Multiples, Include deceased

Parameters: None

Sorting/Grouping: This report is sorted by process date and then alphabetically by donor.

HTML Compatibility: This report is optimized for Excel. Although outputting to HTML is possible, it is not pretty!

Format: ACCOUNTINGEXP.RPT or ACCOUNTINGEXPDUES.RPT The format name may be changed to specify a customized version of these Crystal formats.

Export File Specifications

The data fields listed below is created in the Excel export file, created by the run of the Accounting Export criteria. You may make modifications to the Crystal format definition if you want to include or exclude different information.

ID Number, Formatted Name, Sortname, Preferred Name Title, Preferred First Name, Preferred Middle Name, Preferred Last Name, Preferred Suffix, Gift or Dues Time Key, Gift or Dues Process Date, Gift or Dues Effect Date, Gift or Dues Create Date, Gift or Dues Batch Number, Gift or Dues Check Number, Gift or Dues Transaction Number, Gift or Dues User ID, Gift or Dues Type Code, Gift or Dues Tender Code, Gift or Dues Amount, Gift or Dues Amount Pledged, Gift or Dues Net Present Value, Gift or Dues Asset Amount, Gift or Dues Deductible Amount, Gift or Dues Campaign Code, Gift or Dues Campaign Year, Gift or Dues Restriction Code, Gift or Dues Account Number, Gift or Dues Solicitation Code

Running the Utility

The following instructions assume that you are familiar with the process and terminology involved when running reports in the Millennium Reporter.

1. Access the Financial & Giving Reports library by using Millennium Explorer, Reporting > New Criteria > Financial.
2. If you want to export Gift information, select AccountingExport.
   If you want to export Dues information, select AccountingExportDues.
3. If desired, click Add, and add criteria statements to further define the set of transactions to be selected.
4. If desired, click a criteria statement and then click Edit to modify any of the existing statements.

5. When all criteria and report options appear as you desire and the key table is either Giving or Dues (depending on the file you are creating), click File>Run to save this criteria and then execute the run.

   1. You are prompted to specify a Report Library, then a Report Group, and then a Report Name. The report name can be up to 50 characters in length. Avoid using punctuation, except for the underscore character, in the report name. Once you have specified a report name, a 'success' message displays and you are returned to the report form.
   2. Select the Run Options as desired and appropriate. Remember that the 'export file' that is referenced in the questions, 'Use existing export file?', and 'Save export file?' is the generic export worktable that the Millennium Reporter automatically creates from the run of the selection criteria, and that the Export option listed as a Destination refers to the final output file that is generated by the Crystal format definition. The Destination must specify a version of Excel, in order to generate a final output file in Excel format.

   Note: If you want to save the criteria now, but execute its run at a different time, click File>Save As instead of File>Run. You are prompted to save the criteria, but the criteria will not run.

6. When all Run Options are set as desired, click OK to execute the run of the report.
7. You are prompted to type in a UNC path (location) and name for the final export file. The location you specify must be accessible to the Queue machine that is used to run the report. Once the location and name are entered, click OK to launch the report. You are given a message that the report has been successfully placed on the Queue. It will run in accordance with the Priority settings you specified.