If you need to export your data from eTapestry to your accounting software, use an eTapestry export. For your convenience, eTapestry includes predefined exports for some common software programs, including The Financial Edge, FundWare, and others. For other programs, use eTapestry's Custom Report Writer to create your own export definition. If you create your own export definition, be sure to review the user manual for your accounting software to ensure the import file has the necessary format and content.
Before you set up an accounting export, ensure your eTapestry database is set up correctly.
Set up funds in eTapestry. These indicate how a donation will be used. Most funds in eTapestry track income, including gifts, pledges, and pledge payments. Based on a fund, donations are credited to specific General Ledger (GL) accounts in your accounting software. Therefore, you enter the appropriate GLaccount numbers when you set up each fund. Your accountant determines which account numbers to use.
To track expenses in eTapestry, your organization may use disbursements. If you want to export disbursements to your accounting software, they cannot be associated with funds that you set up to track income. Instead, set up a set up separate funds for each expense account that will receive exported data. For information about funds, refer to Funds.
You may need to set up user-defined fields for exports to some accounting software programs. Because these fields vary, be sure to review the help topics for your specific accounting export.
Identify at least one query to use to select transactions to include in the export file. If you import your data at the end of each work day, consider using the Today query in the Constituent Journal Entry Date category. If you import more frequently, create a query that excludes items that have already been exported. To do this, for exported transactions, mark the Journal Entry Status as "Pending." If you want to use different export options for gifts than for pledges, use different queries for each.
After you create the export file, save it to your computer on your network so you can import it into your accounting system. You can also email the export file to your accountant. To import the transactions, follow the instructions your accounting software provides.
After a transaction is exported, you should mark it as Final. This prevents anyone other than an administrator from modifying it and helps to keep your accounting system and eTapestry in sync. To quickly finalize exported transactions, you can run a mass update using the same query that you used to create the export file.