Setting up Silent Partner Software Console for Data Export

From the green screen, please go to Look-Up Tables -G/L Account

You will be presented with your account information. In this example, we are using Account 1235. By simply highlighting and double clicking on the desired account, you will be presented with the “Maintenance to General Ledger Accounts Table” pop up. Here you will be able to enter your information required.

The top part with the account number/description/deductible etc. are your Silent Partner Software numbers. You would enter your Accounting Software account numbers (Main account and sub account) under the “Export account number”. Make sure all is mapped properly here.

Once you are done, please let us know so that we can prepare your copy of the database. We will then contact you and ask you to download the latest version of the software.

To update your software to the latest version please start by going to your Green screen, click on Help-Check for program update. Follow the online instructions and the system will download the latest version and ask you to restart Silent Partner. You are now running the latest version!

In depth look on Exporting in Silent Partner Software:

Export data to G/L

The function of this module is to export summary donation information from the G/L distribution file in a file formatted so that it can be understood and imported by your accounting software.

This feature may or may not yet be set up in your copy of the Silent Partner. This section will discuss, in general terms, the functioning of this feature. Currently, accounting packages supported include QuickBooks, Simply Accounting, Great Plains, Real World, Peachtree, Integrated Office Accounting (IOA), NewViews, MYOB, and several versions of Sage (ACCPAC). Our support services can configure your Silent Partner installation to match the accounting software you are using. Please see the attachment document with all the Accounting packages, Financial institutions and Online Payment Solutions to see if your software is there.

The information exported to your accounting software consists simply of totals (by batch and G/L account) of posted donations; this is what accountants refer to as general journal entries. Exporting saves you the trouble and possible clerical errors involved in manually entering the information into your accounting program. When the information is exported, it is checked off in such a way that the same information cannot be exported a second time.

In the G/L Accounts Look-up table, as explained in Chapter 25, you can assign G/L export account numbers to regular Silent Partner G/L accounts. It may not always be convenient or even possible to make the G/L numbers in SP match exactly the ones in your accounting software. So when you create a G/L export in the Silent Partner, the exported file substitutes these export account numbers for your Silent Partner account numbers (if you do not want or need this, leave the export account fields empty, and the export routine will use the SP account numbers). The export account number fields include a main account field and a sub-account field; the width of these fields will vary among different accounting packages, so you will need us to help you with the setup.

When you go to MaintenanceðExport data to G/L a window like the one below will appear.

In this window, type the required information into each field (as explained below), then click Create to generate the export file.

Starting date

This field is read-only, as the starting date is determined by the dates of your un-exported transactions.

Ending date

This is your export cut-off date. Any transactions bearing later dates will not be exported at this time.

File name

This field is for stipulating the path and file name for the export. You can use the browse button  to select the destination.

Source

This field defaults to SP, referring to the Silent Partner as the source of the exported data.

Treat debits as

Depending on the expectations of your accounting software, you can use this field to instruct SP to export debit items either as positive or negative numbers.

Batch description

In this field, enter any title you may want the batch to have.

Send output to

Select a printer for the G/L export report. The export file will not be created unless you first print this report – viewing it on-screen does not suffice.

Printer / Screen

Choose whether you want to actually print the report or just show it on the screen. A sample of the G/L distribution report is found in Figure 26-2.

Create

If you have selected Screen (above), clicking the create button will cause SP to display the export report on the screen, but no export file will be created. But when Printer has been selected and you click the Create button, the export report will be printed and the G/L export file will be created at the same time.