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Unit4 Business World

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Theatre Manager will create a fixed position text file (.txt) that can be used to import into Unit4 Business World accounting software. Unit4 Business World's ability to create unique accounts, locations, departments, and classes for each GL account requires the setup of Theatre Manager's External Account field to be set in a specific format to accomodate the various aspects of the Unit4 Business World export file, prior to performing the first export.

 

Unit4 Business World

The Unit4 Business World (formerly Agresso Financials) exports each detail line within the G/L Entry. This allows an exact match of each G/L Entry to crossover into Unit4 Business World (line for line).

 

Parts of the Unit4 Business World Export File

Batch Name A pre-defined Batch Name identifier within Unit4 Business World representing the source of the journal entry. The field is limited to 7 characters.
Default Value: ARTSMAN

(to represent ArtsMan / Arts Management Systems Ltd.)
Transaction Series A pre-defined Transaction Series code within Unit4 Business World representing the type of journal entry.
Default Value: TMTMGLSA

(where TM is representing Theatre Manager)
GL Account Code The Unit4 Business World account number. Theatere Manager's External Account value (name or number) will be used to create the export file.
Cost Centre Mandatory - A valid Cost Centre within Unit4 Business World. The field is limited to 4 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.
Project Optional - A valid Project within Unit4 Business World. The field is limited to 16 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.
Location Optional - A valid Location within Unit4 Business World. The field is limited to 8 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.
Payment Type Optional - A valid Payment Type within Unit4 Business World. The field is limited to 11 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.
If this is a deposit posting (DP-0001255) and a value is supplied, it maps to specific payment types (VS, MC, AMEX, etc.) within Unit4 Business World.
If this is a sales posting (SP-0001318, GL-2020351) and a value is supplied, it applies to specific revenue items to identify the type of revenue. Unit4 Business World uses this field for duo purposes depending on the GL Account being referenced.
Fund Mandatory - A valid Fund within Unit4 Business World. The field is limited to 4 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.
Revenue Type Optional - A valid Revenue Type within Unit4 Business World. The field is limited to 8 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.
Currency A valid Currency Type ID within Unit4 Business World. The field is limited to 4 characters.
Default Value: CAD or USD
Data Type Sets a preference value used during the import process to allow the import routines to know the Data Types that will be included within the import tables.
This field is set to the default value of 0.
Amount in Local Currency The amount of the transaction. Debit amounts are always positive, credit amounts are always negative.
Amount in Local Currency if converted to Foreign Currency The amount of the transaction. Debit amounts are always positive, credit amounts are always negative.
Use only in multi-currency companies. This field determines the exchange amounts for the Period Start and Period End dates.

Theatre Manager sets this value to be the same as the Amount in Local Currency.

Account Description The G/L Account Description for this G/L Account. The field is limited to 50 characters.
Period Start The Journal Entry Date for this G/L Entry. The date will be in a YYYYMMDD format.
Period End The Journal Entry Date for this G/L Entry. The date will be in a YYYYMMDD format.

 

Formatting the External Account Number

Theatre Manager's External Account number are required to be set up in a specific format to accomodate the various aspects of the Unit4 Business World export file.

The format of the External Account varies based on the purpose of the GL Account. The format of this field is required to have a backslash (\) used as separator between fields. A leading backslash (\) for the External Account field should not be added.
  • (Accounts with all fields provided) The field formation will be 4190\3205\112204\999\888\777\100
  • (Accounts with GL, Cost Centre, Fund) The field formation will be 4190\3205\\\\\100
  • (Accounts with GL, Cost Centre, Payment Type, Fund) The field formation will be 4190\3205\\\\VS\100
GL Account Code 4190 - The account number that transactions get posted to. The account number is mandatory.
Cost Centre 3205 - A predefined Cost Centre within Unit4 Business World. This ID is mandatory.
Project 112204 - A predefined Project within Unit4 Business World. This ID is optional.
Location 999 - A predefined Location within Unit4 Business World. This ID is optional.
Revenue Type 888 - A predefined Revenue Type within Unit4 Business World. This ID is optional.
Payment Type 777 - A predefined Payment Type within Unit4 Business World. This ID is optional.
Fund 100 - A predefined Fund within Unit4 Business World. This ID is mandatory.