This article is intended for: Admins

Use this article for: exporting ledger history and data to provide to the Data Onboarding team. 

After reading this article, you should be able to: Export a data from Vadar Systems with the required fields/columns to supply the Data Onboarding team with the needed data for the onboarding process.

Learn how to export data from Vadar Systems to be used during the data onboarding process and data updates. 

Note: Some Vadar Systems clients may have different system functionalities. If these instructions do not apply to your system, Senior Data Advisors can collaborate with users to identify an alternative report that meets their needs.

Vadar Systems Data Export Instructions 

There are two steps necessary to export VADAR data for onboarding into ClearGov:

1. Export data from ledger history to a database table.
2. Export data from the database table to a file.

Export Data from Ledger History to a Database Table

Within VADAR, from the Fund Accounting Main Menu, select Reporting > Ledger History.

1. To run an export, choose: 
   • Ledger
   • Report Type (see below for most used reports)
   • Fiscal Year
   • Date Range
2. If a filter is to be applied, choose the filter option(s).
3. If a grouping is to be applied, choose the grouping option(s).
4. Select Export as the “Output Method.”
5. Select OK.
6. You will be prompted to name the export table. The table name should NOT include any spaces.
   • If you wish to overwrite a previous export, enter that export’s name. 
   • If you do not wish to overwrite a previous export, enter a new name.
7. Select OK to create the export table. If you are overwriting a previous export table, you will receive a message warning you that a table is being replaced. Select OK to overwrite or Cancel to cancel the process and return to the Ledger History screen.
8. Once the export is successful, you will receive a verification that the data has been exported to the database table.

Export Data from the Database Table to a File

1. Open the VADAR Export Database.
   • Database objects appear down the left side of the database window and are organized by object type.
   • You should see your export table under Tables - you may need to select the down arrow to access object categories.
2. Once the export table has been located, right-click on the table name and select the Export option.
3. Select the desired export file type (.xls or .csv), file name, and select the Export option.

OPTIONAL: Save Report or Export as a Template

To save time, any report or export may be saved as a template so you can rerun it with the same criteria (specific ledger, report, fiscal year, date range, filter, and or grouping). 

To create a report template:

1. Select all report parameters, and then click the "Save" button in the lower right of the screen.
2. A message box will prompt you to name the template (no spaces should be used in the name)
3. Once the template is named, select OK to save, and the template will be available from the drop-down in the upper left of the screen.
4. If you have a template currently selected and select Save, you will be prompted with the following options:
   1. Yes: This will overwrite the currently selected template with the currently selected parameters
   2. No: This will prompt you for a new template name and create a new template
   3. Cancel: This will cancel the save selection

OPTIONAL: Save Report or Export as a Template

To save time, any report or export may be saved as a template so you can rerun it with the same criteria (specific ledger, report, fiscal year, date range, filter, and or grouping). 

To create a report template:

1. Select all report parameters, and then click the "Save" button in the lower right of the screen.
2. A message box will prompt you to name the template (no spaces should be used in the name)
3. Once the template is named, select OK to save, and the template will be available from the drop-down in the upper left of the screen.
4. If you have a template currently selected and select Save, you will be prompted with the following options:
   1. Yes: This will overwrite the currently selected template with the currently selected parameters
   2. No: This will prompt you for a new template name and create a new template.
   3. Cancel: This will cancel the save selection.
       

Most Used Reports

Following is a list of the VADAR reports used most often when working with ClearGov, along with a sample image of each report. 

1. Allocated Summary: A summary one-liner by account with a net allocated (budget), net activity (expended), and ending balance columns.

2. Allocated Trial Balance: A summary one-liner by account with a net allocated (budget), net debits to date, credits to date, and ending balance columns.

   

3. Variance: A summary one-liner with a budget, transfers, JE' s, receipts and payments in period and to date, and ending balance columns. The variance is a Budget-to-Actual report that can be run for periods of time. Using the period columns, activity is summarized for the date range, while the to date and ending balance columns summarize through the end date of the range.