FastTrac: PayTrac Data Export / Email
Learn how to efficiently and automatically export or email data from PayTrac.
Summary
Join Zach Malloch as he walks through the PayTrac Data Export introduced in RecTrac version 3.1.10.19. This program can automate the export of your PayTrac Settlements, Transfers, and GL Report data to get it where it needs to be without even opening RecTrac.
Video
Transcript
00:00:00:20 - 00:00:21:09
Zach Malloch
This video will focus on the PayTrac data export. This is added brand new in 3.1. 10.19. So if you in a previous version, you'll need to update to be able to access this. The PayTrac data export is used to automate certain processes for PayTrac reconciliation. By scheduling this, you can choose your PayTrac profiles, either one or many.
00:00:21:21 - 00:00:40:02
Zach Malloch
You can choose how many days previous you want to pull data for. You can choose your GL output template or any general ledger report that exists in your database. You can choose whether you want that to be detailed or summary, and then you can choose to export it to email, FTP, SFTP, or copy the export files to a folder.
00:00:40:19 - 00:01:01:15
Zach Malloch
If I look at the files that we actually get, we have our JL distribution report that will get created as a result of running this. The PayTrac Settlements Export, which is essentially an export of your PayTrac settlement's data grid in the dashboard and your PayTrac transfers, which is essentially an export of your PayTrac transfers data grid from the PayTrac dashboard.
00:01:01:25 - 00:01:24:27
Zach Malloch
The benefit of this is that you can email it directly to somebody. Maybe somebody in your finance department takes care of the reconciliation and they don't get into RecTrac very often. So you can have this just show up in their inbox each day. You can load directly to an FTP site or an sF, a secure FTP site if your it has a way of grabbing data directly from a folder and then giving it to finance.
00:01:25:07 - 00:01:46:12
Zach Malloch
You can also copy the export file to a folder. This does have to be relative to the app server, so this has to be a path that exists on your RecTrac app server. Usually that's your database server. It might not be. This is not really an option for hosted customers, but this would also require it to grab the files from the server and then send it to the person doing the reconciliation.
00:01:46:28 - 00:02:06:13
Zach Malloch
I'll go ahead and put in a location for my database. This would probably not be a good suggestion for you, but by having all of these filled in all of the red fields, I can then hit the schedule button and you'll notice the schedule is the only output option that we have here. By clicking schedule, we're opening our report scheduling option.
00:02:06:13 - 00:02:27:29
Zach Malloch
So I could call this PayTrac data export. It's active. We're going to start exporting today and we can go far into the future to essentially say that we just want this to keep happening until we come in and manually inactivate it. We can say that we want it to run for every month, for every weekday. We can have it run on a particular time of the day.
00:02:27:29 - 00:02:46:19
Zach Malloch
Usually I recommend that you set this for some time that nothing else is running. For instance, this is running for previous days. If I do it early in the morning, that will make sure that you're done and ready by the time anybody gets into the office, I can run it as any user in the system and it will take the details of the permissions assigned to that user.
00:02:46:29 - 00:03:07:16
Zach Malloch
So theoretically, you're running this as a user that has permissions to all the PayTrac profiles and pay codes and all of that. And we can also send an email when the event completes. Now, this is just a notification email. This is not the actual contents of that export. When you're happy with these settings, you hit save and then you just wait for the files to be created the next day.
00:03:07:16 - 00:03:09:28
Zach Malloch
And that is the PayTrac data export.
Delete