Data Backup

Overview

This release introduces the India Data Backup Report for maintaining books of account and other relevant books/papers in CSV file format. You can specify the date range for which the report fetches general and sub-ledger entries. The report must be scheduled to run daily, and the data export must be maintained in servers physically located in India while remaining accessible at all times.

You can set up the Data Backup Report as a daily recurring background task by providing the date and time range on the workspace. In addition, you will receive an email notification whenever the backup file is available for download and transfer to servers.

Report Workspace

Country reports share the same workspace layout. For information on the fields and actions available in the report workspace, refer to Workspace Layout.

Navigation

To open the report workspace, select Reporting » Country Reports » India » Data Backup.

Selection Criteria Dialog Box

Click the Generate Report action to open the selection criteria dialog box. This table describes the parameters you can define for the report.

Dialog Box Fields

Selection Criteria

Field	Description	Mandatory
Chart of Accounts Type	Selects whether to apply the company's local chart of accounts or the global chart of accounts. Values: Global or Local	Yes
Entry Date From	Only transactions with date equal to or after this date will be included.	No
Entry Date To	Only transactions with date equal to or before this date will be included.	No
Collate Output	Determines whether output data are contained in a single file or in separate files per day of backup. Select this if you need to create an annual or quarterly report.	No

Scheduling Daily Backup

These fields display when you click the Schedule action.

Field	Description	Mandatory
Chart of Accounts Type	Selects whether to apply the company's local chart of accounts or the global chart of accounts. Values: Global or Local	Yes
Schedule Date From	Only transactions with date equal to or after this date will be included.	No
Schedule Date To	Only transactions with date equal to or before this date will be included.	No
Schedule Time	Enter a time when the background task is executed. Default: 2:00 AM	No
Backup From Previous Day	Select this if you want to back up data from the day before.	No

Selection Criteria Dialog Box Actions

Action	Description
Schedule	Select this to schedule a daily recurring backup and fill out the prompts in Scheduling Daily Backup dialog.
Next	If applicable, click this for more prompts.
Back	Click this to return to the previous prompts.
Cancel	Click this to close the dialog box.
Ok	Click this to generate the report. If applicable, click Ok to close the dialog box.

Generate the Report

To generate the report:

Go to Reporting » Country Reports » India » Data Backup.
Click Generate Report to open the Selection Criteria dialog box.
Fill in the mandatory fields for the report:
- Select the Charts of Account Type.
- Specify the Entry Date or Schedule Date range to include in the report.
  If needed, enter other selection criteria (optional) for the report.
Click Ok to start generating the report.
A notification dialog box displays to let you know that the background task for the report has been created. Click Ok.

Note: Deltek recommends that you generate reports one at a time to avoid overwriting data. Wait for Maconomy to finish generating one report then immediately retrieve the data export to ensure you are getting the correct information.

View Background Task

To view the associated background task for your report:

Select the Background Tasks tab.
Click the Refresh icon to update the Execution Status.
While running the report, the Execution Status displays as "Pending". Once complete, it changes to "Succeeded ".

Download Report

To download the data export:

Select the Statutory Report Retrieval tab.
Select the row of the report you want to view, then choose one of the following methods:
- Click the icon under the Download File to download a .zip package containing the report.
  Or
- Click the Download icon located outside the table. In the dialog box, specify the parameters for the data export (file extension, file name and number of rows), then click Ok.
The data export is downloaded to the default download folder on your device.

Submit the Report

Not applicable for this report.

Report Description

Universes

The data export is based on the following universe(s):

Finance

To run the report, the following objects have been added in the Finance Universe:

[Payment Customer]: FINANCEENTRY_D.PAYMENTCUSTOMER
[Tax Date]: FINANCEENTRY_D.VATDATE
[Tax Account No.]: FINANCEENTRY_D.VATACCOUNTNUMBER
[Vendor Invoice No.]: VENDORINVOICEJOURNAL.INVOICENUMBER
[Posted By]: JOURNAL_D.POSTEDBY

Export Fields and Descriptions

The data export has the following specifications:

Default file name: India_BackupData_{backup_date}.csv
Example: India_BackupData_2024-10-20.csv
File name if Collate Output option is selected: India_BackupData_{backup_date_from}_to_{backup_date_to}.csv
Example: India_BackupData_2024-10-20_to_2024-10-25.csv
Delimiter: Tab (\t) to avoid conflict with comma in strings such as Account Description, Task Name, and so on.
Date Format: yyyy/MM/dd
Number Format: No number separator, 2 decimal places and rounded up (####.00)
Dates without transactions: CSV file generated with the headers only.

The following data are included:

Note: When there is no data for a given day, the generated file only displays the export field headers.

Field	Description
Account Name	This column displays the name of the account.
Account No.	This column displays the account number.
Combined Sequence No.	This column displays the combined sequence number of the entry.
Transaction No.	This column displays the transaction number of the entry.
Transaction Type	This column displays the transaction type of the entry.
Entry Date	This column displays the entry date of the entry.
Entry Text	This column displays the entry text of the entry.
Posting Date	This column displays the date on which the entry was posted.
Journal No.	This column displays the journal number of the journal to which the entry was posted.
Journal Type	This column displays which journal type to which the entry was posted.
Company Currency	The amount is displayed in the currency of the company.
Debit - Company	The debit amount of the finance entry. The amount is displayed in the currency of the company.
Credit - Company	The credit amount of the finance entry. The amount is displayed in the currency of the company.
Original Currency	The amount is displayed in the original currency of the transaction.
Amount - Original	This column displays the original amount of the entry. No sign correction is applied. The amount is displayed exactly as it appears in the database.
Debit - Account	The actuals debited to the account. The amount is given in the currency of the account.
Credit - Account	The actuals crebited to the account. The amount is given in the currency of the account.
Payment Customer	This column displays the name of the payment customer who is the receiver of the final invoice.
Tax Date	The tax date where tax amount is due.
Tax Type	The type of the tax code on the tax entry.
Debit Tax - Company	The debit tax amount of the finance entry. The amount is displayed in the currency of the company.
Credit Tax - Company	The credit tax amount of the finance entry. The amount is displayed in the currency of the company.
Tax Account No.	This column displays the tax number of the account.
Asset No.	This column displays the asset number.
Job No.	This column displays the job number.
Task Name	This column displays the task's name.
Activity No.	This column displays the identification number of the activity derived from the task.
Employee No.	This column displays the employee number of the job entry or job invoice line.
Customer No.	This column displays the customer's identification number.
Vendor No.	This column displays the vendor number of the invoice.
Vendor Invoice No.	This column displays the invoice number.
Item No.	This field displays the order item number.
Local Account No.	This column displays the account number of the global or local account to which the finance entry was posted.
Local Account Description	This column displays the account name of the global or local account to which the finance entry was posted.
Local Spec. 1 - 10	This column displays the names belonging to these standard dimensions.
Location	This column displays the location by which the entries were filtered.
Entity	This column displays the entity by which the entries were filtered.
Project	This column displays the project by which the entries were filtered.
Purpose	This column displays the purpose by which the entries were filtered.
Specification 1 - 10	This column displays the names belonging to these standard dimensions.
Created By	This column displays the user who created the report.
Created On	This column displays the date when the report was created.
Posted By	This column displays the user who posted the report.

Limitations

Background Task Not Cancelled

In some cases where a Background Task is canceled, the report still attempts to generate and complete the data export. This can cause performance issues especially when run on a system with a large amount of data.

Admin Setup

Maconomy Setup

Email Notification Setup

Configure Maconomy to send an email notification when it successfully generates a data export or encounters an error while running the report. The email specifies the report name, other information such as the report's format (if any), as well as the date and time the export is created. The alert is sent to the email address associated with the user who initiates the report. For reports with errors, the message points to the maconomy.log file for details.

To set up the email server and sender:

Open the Extension.ini file. It is located in the <Path to Maconomy installation>\CouplingService\Configuration\Settings folder.
Configure the email server and sender:
- Locate mailserver.address and change the value to smtp.deltek.com:25.
  Note: The email server can also be set via the Web Client. Go to Setup » System Setup » System Parameters » Mail Port and Server workspace and use the Server and Mail Port parameters.
- Locate email.from.default and provide an email address for the From field of the email.
Save the file.
Restart the Coupling Service to apply the changes.

Adjust the Pagination Size of Data

The pagination size can be adjusted depending on memory capacity. The default pagination size is 20000, and you can set this to your preferred value up to 100000.

Note: The Data Backup report processes 5000 records at a time, and it finishes the 5000 records before going to the next 5000.

To adjust the default pagination:

Go to the Extension.ini file (<Path to Maconomy installation>\CouplingService\Configuration\Settings\extension.ini).
Add the following line:
filepath.annualcsvoffset = <Page size>
Enter the preferred page size, within a range of 20000 to 100000.
Save the file.
Restart the Coupling Service to apply the changes.

Note: If the page size is set to 100000 and the Data Backup fails to generate a report, the next threshold is 50000. Typically, the Data Backup triggers an error within the first 30 minutes if system resources cannot accommodate the page size configured.

External Setup