[ Data Export ]

Transaction Summary CSV #

A comma-separated value (CSV) file is a text file which can be read by spreadsheet programs to fill in the data in a spreadsheet.

A Transaction Summary CSV file is a bit like some of the main tables of the transaction summary report but in CSV format. It is intended to make auditing easier by allowing the generation of a spreadsheet which can be populated with formulas to check the basic month-to-month operation of Max2 and show up any inconsistencies which should be investigated.

Using the Main WindowReport -> Generate Transaction Summary CSV menu item results in the generation of the report for the 12 months starting with the current month. Therefore, this operation should only be invoked when the currently selected month is a year or more in the past. Typically, the report is generated for a club financial year so is done with the first month of the last complete financial year as the current month.

The output file is created in the database directory with the name YYYY~YY.CSV where YYYY is the year of the first month and YY is the last two digits of the following year.

The basic idea is that the resulting spreadsheet can be used to check that the totals of the balances and changes to the balances for each of the membership classes themselves balance properly.

The first few lines of a file displayed in OpenOffice.org:

For each of the twelve months the CSV file contains three tables: sales, cash received and membership class changes.

Each table has the same data columns; one for each of the membership classes: none, ordinary, temporary, course and trial lesson.

The sales and cash received tables each have rows for each of the sales or cash received headings which apply (have non-zero transactions) in the month. In the case of the sales transactions the rows are further broken down by the application class of the heading: sales, flying, debits and credits.

Unlike in the transaction summary report, the amounts shown directly reflect the changes to the account balances; credits are not shown with the opposite sign to other transactions from this point of view.

The third table for each month contains the transfer of balances between the membership classes, for example, course members with non-zero balances who become full members. For these purposes there is a "virtual" membership class "Deleted" - when an account is deleted it is treated as being moved from its existing membership class to the Deleted class.

In most cases the balance transferred appears twice on the each line: once in the membership class transferred from and once, with the opposite sign, in the class transferred to. The exception is for deleted accounts as there is no column for the "Deleted" virtual membership type.