Period management > Provisional and finalized extracts > Create provisional or finalized extract by company unit

Create provisional or finalized extract by company unit

If you have the administration rights Admin - Finance Extract and Admin - Period Management, and a certain implementation option has been enabled for your instance, you can extract card transactions by company unit.

To create a provisional or finalized extract by company unit:

1. From the main menu, select Administration > Period Management > Statement Periods.

   The Statement Periods screen appears.

2. Click Extract for the period you want to extract.

   The Period Access screen has tables with information about any new and previous extracts.

   • Incomplete - The number of transactions that are in error or incomplete, for example, a code is missing or an invalid code has been used.
   • Auto Coded - The number of transactions that have been automatically coded.
   • Waiting - The number of transactions that are complete and awaiting approval.
   • Question - The number of transactions that have been sent to the approver and returned to the cardholder with a question.
   • Approved - The number of transactions that have been approved.
   • Declined - The number of transactions coded but declined by the approver.
   • Other -The number of approved transactions belonging to expense reports, when:
     • all the transactions belonging to the expense report are approved, but the expense report itself is not approved
     • the expense report itself is approved, but all or some of the transactions are not approved.

     The number does not include approved transactions belonging to an expense report if all the transactions belonging to the expense report are approved and the expense report itself is also approved.

   • No Rule. The number of transactions that have no associated approval rule.
3. Optionally, test the extract.

   When enabled and if you have the administration right Admin - Finance Extract Test Mode, you can output and view an extract file without changing the status of the transactions (they will not be locked in the system).Test mode is available only for the Finalized extract type, not for the Provisional extract type. This is because provisional extracts do not mark transactions as extracted, allowing them to be run multiple times. In contrast, a finalized extract is a one-time event, which is why a test mode is available.

   To run a finalized extract in test mode:

   1. Click Advanced. The Extract Options - Advanced dialogue appears.
   2. Click Finalized Extract - Company unit.

      The Finalized Extract - Company unit dialogue appears.

   3. Click Test Extract.

      A dialogue confirms the extract.

4. Run the extract by clicking Provisional Extract - Company Unit or Finalized Extract - Company Unit on the Period Access screen.

   Based on the selected option, the Provisional Extract - Company Unit or Finalized Extract - Company Unit dialogue appears.

5. Use the settings in the dialogue to:
   1. Specify a particular company unit for the extract.
   2. Choose whether the extract should only include transactions within that one company unit (Selected Unit Only), or include that company unit and any units below it in the hierarchy (Include Child Units).
6. Click Create.

   A dialogue confirms the extract.

   After the extract is created, an extract summary appears on the Period Access screen.

7. Go to the Vault and download the file. If personal vaults are enabled for your instance, the extract is placed in your personal Vault. Once downloaded, you can upload the file to your organization's finance system.

Reversing the entire Finalized extract process is possible if your organization has this functionality enabled. Reversing should be used with caution as it marks all transactions within the reversed extract as unextracted and removes all history of the extract. To reverse an extract, click the Reverse icon next to the extract in the Previous Extracts table.