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Exporting the Tenant Bills
When exporting Tenant Bills, it is possible to:
- Generate an initial PROOF Export File which contains a new unique Batch Number
- Regenerate a new PROOF Export File using the same Batch Number as the initial PROOF Export File
- Generate a FINAL Export File using the same Batch Number as the initial PROOF Export File
PROOF and FINAL Export Files can be used in a business process, for example:
- Generate an initial PROOF Export File and navigate to the Accounts Link Download Activity. View the PROOF Export File and note the new Batch Number. Check the Control File to ensure all required Tenant Bills are included.
- Regenerate the PROOF Export File (if needed) using the same Batch Number and navigate to the Accounts Link Download Activity. Check the Control File to ensure all required Tenant Bills are included. Repeat this step until details in Control File are as expected.
- When details in Control File are as expected, generate the FINAL Export File using the same Batch Number and navigate to the Accounts Link Download Activity. Download the Control File and send it to the external Financial System.
Generating Initial PROOF Export File
To generate an initial PROOF Export File:
With the required batch of 'Issued' Tenant Bills displayed in the Bills table, click Export BillsClick 
The Setup Report Rules for Exporting pop-up opens.
Setup the following reporting rules:
Ensure the date range defined by the Start date and End date fields
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are the same as entered in the Tenant Accounts Link Generator Activity
Tick the Live run checkbox
Scroll down and setup the following reporting rules:
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Leave
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Leave all other reporting rules in the Setup Report Rules for Exporting pop-up unchanged.
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The Setup Report Rules for Exporting pop-up closes and the Accounts Link Download Activity opens in a new Sigma browser tab. From here it is possible to view/download the Export File and Control File
Regenerating PROOF Export File
To regenerate a PROOF Export File:
With the required batch of 'Issued' Tenant Bills displayed in the Bills table, clickExport Bills
The Setup Report Rules for Exporting pop-up opens.
Setup the following reporting rules:
- Ensure the date range defined by the Start date and End date fields covers the creation dates of the Tenant Bills to be exported.
- Untick the Live run checkbox.
Setup the following reporting rules:
- Untick the Generate new batch number checkbox.
- Enter the Batch Number from the initial PROOF file in the Enter the correct batch number for live run field.
- Leave all other reporting rules in the Setup Report Rules for Exporting pop-up unchanged.
Click OK
The Setup Report Rules for Exporting pop-up closes and the Accounts Link Download Activity opens in a new Sigma browser tab. From here it is possible to view/download the Export File and Control File
Generating FINAL Export File
To generate a FINAL Export File:
With the required batch of 'Issued' Tenant Bills displayed in the Bills table, click Export Bills
The Setup Report Rules for Exporting pop-up opens.
Setup the following reporting rules:
- Ensure the date range defined by the Start date and End date fields covers the creation dates of the Tenant Bills to be exported.
- Tick the Live run checkbox.
Setup the following reporting rules:
- Untick the Generate new batch number checkbox
- Enter the Batch Number from the initial PROOF file in the Enter the correct batch number for live run field
- Leave all other reporting rules in the Setup Report Rules for Exporting pop-up unchanged
Click OK
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Accessing previously run Tenant Billing Accounts Link Files
Open the Accounts Link Download Activity
Click on the files on the left hand side to open the Year, Month and Date
The file shows on the right hand side
Right click on the file
Click Open
The file will be downloaded