Note: In order to use the People Soft Interface function, the system setting, "Active," (People Soft folder) must be set to "1" (Enabled) in the Diamond System Editor. If this setting is "False" (Disable), users will not see People Soft listed in the Diamond Administration Tree View. Additionally, prior to use, some implementation planning is required to determine information needed for the export and import processes.
People Soft ® is a Third Party accounting interface used for exporting / importing Accounts Payable and General Ledger information in a flat file format for processing. As business is processed in Diamond during the day, the information is held until you are ready to export it using the Export AP File function or the Export GL File function.
In Diamond, currently there are four (4) different types of checks processed in Diamond: Return Premium, Claims, Agency Commission and Suspense. Depending on your company's requirements, these can be processed in Diamond. Information is then sent in flat file format to People Soft for assignment of check numbers and printing.
To export the Accounts Payable file:
Click Export AP File.
The system returns a confirmation screen when the export has been completed. When the AP file is exported, its naming convention typically assumes a "Date Name," followed by "AP." (e.g., 20090508.AP for May 8th, 2010 Accounts Payable). Each time the Export AP File is run on the same day, the file's name is incremented by "1." So, if you run it three (3) times on the same day, you would see a "2", then a "3" after the date of the file's name. When running the export more than once, only that information not previously processed is contained in the file.
Different types of transactions that are performed in Diamond can also be exported as journal entries to various General Ledger accounts. Some of these include, but certainly are not limited to: Payments, Reversals of Payments & NSFs, Waive of Credit Balance, Write Offs, Waiving Service Charges, Various Credits (Cancellation, Endorsement, etc.) and Billed Premium (Endorsement Premium, Reinstatement Premium, etc.)
To export a General Ledger file:
Click Export GL File.
Similar to the Export AP File function, the system returns a confirmation screen when the export has been completed. When the GL file is exported, its naming convention also assumes a "Date Name," followed by "GL." (e.g., 20090508.GL for May 8th, 2010 General Ledger). Each time the Export GL File is run on the same day, the file's name is incremented by "1."
People Soft generates a return file to Diamond. It can contain check numbers and void records. Once the import is complete, information appears as a line on individual client's Billing Statement screen.
To import the Return File:
Click Import Return File.
This opens a window for selection of the directory / file location.
Open the directory the file is located in.
Highlight the file being imported (generally, this is also tagged with the current day's date), and click Open.
Information is imported to Diamond, and a confirmation is returned when the import is complete.