Introduction

The Tenant Accounts Link Generator Activity is used to generate Export Files, Control Files and Summary Reports containing details of one or more issued Tenant Bills. Tenant Bills are approved and issued using the Tenant Approve and Issue Bills Activity 
An Export File is compatible with and can be loaded directly into an external Financial System. A Control File is generated at the same time as an Export File and provides details of all the Tenant Bills included in the Export File.
A Summary Report can also be generated to provide details of any ad-hoc selection of issued Tenant Bills.
When Export Files are generated (using the live run option) the issued Tenant Bills included in the export are marked as 'exported' and are stamped with a unique Batch Number.

Within the Tenant Accounts Link Generator Activity you can:

• Find, filter and select issued Tenant Bills to be exported 
• Generate Export Files and Control Files containing details of issued Tenant Bills 
• Generate Summary Reports containing details of issued Tenant Bills

Once Export Files, Control Files and Summary Reports have been generated, they can be viewed and downloaded using the Accounts Link Download Activity.  Export Files can then be transferred to an external Financial System by either downloading the File or sent to a specified location using FTP.

For more information on how to set up the FTP Connection, click on the link. 

Accessing the Tenant Accounts Link Generator Activity

• Click Tenant Accounts Link Generator in the Sigma Welcome Screen

or

• Select Tenant Billing from the Sigma Browser Activities dropdown list
• Select the Tenant Accounts Link Generator sub-menu item:

The Tenant Accounts Link Generator screen opens as shown below:

If no exports have previously been run:

• The Use date range option is selected
• The From date checkbox is ticked and the date field is set to the current date
• The To date checkbox is ticked and the date field is set to the current date
• No data is displayed in the Bills table and the Basic tab is displayed

If an export has previously been run:

• The All since last export option is selected and the date/time of the last export is displayed

If an export has not previously been run:

• The Use date range option is selected
• The From date checkbox is ticked and the date field is set to the current date
• The To date checkbox is ticked and the date field is set to the current date
• No data is displayed in the Bills table and the Basic tab is displayed

Selecting Tenant Bills to be exported

If you do not want export those showing on screen, specify the Tenant Bills using the filtering options on the three tabs:

Basic tab

Location tab

Additional tab

Selecting the Bills in a Tenant Bill Batch

Use the tabs and Data Selector, select as follows:

• Change the Item in the Item Finder from Site (default) to Tenant Bill Batch
  • Highlight the Tenant Bill Batch you want to export 

• From the Basic tab, untick the From and To dates

• From the Location tab, tick Use Data Selector

Once you have made your selection using one of the above methods:

• Click on the Apply Filter to update the Bill Table 

Note the number of Bills found (9) and cross reference the Bills in the Approve and Issue Bills Activity if required.

Also note that only Issued bills can be exported.

Generating a Summary Report

Summary Reports can be used to check details of one or more issued Tenant Bill before exporting.

• With the required batch of 'Issued' Tenant Bills displayed in the Bills table, click Run Summary Report 

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 included in the Summary Report
• 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 Summary Report 

• Once loaded, click Excel or PDF to open

Exporting the Tenant Bills

To generate an Export File:

• Click 

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 are the same as entered in the Tenant Accounts Link Generator Activity
• Tick the Live run checkbox
• 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 

The Account Link Download Activity will open and show an Excel and a PDF icon

Viewing the File

The Accounts Link Download Activity automatically opens in a new tab, with the prompt of 'Report Running'

When the report task is complete, the Control File or Summary Report is displayed:

From here it is possible to download the Control File or Summary Report 

• Click on the Excel or PDF icon to open the file

You can view this file and previous run files within this Activity (or open the Accounts Link Download Activity)

• Click on the grey bar at the bottom to open the Accounts Link Generator File Browser section

Downloading/Exporting an Accounts Extract

For more details on viewing the Files and how to download, click on Downloading an Accounts Extract.