Manage Financial Export Templates

Overview

Use this guide to create and maintain financial export templates. Templates define the export columns and order used by financial export batches. The current admin route is /Admin/Finance/ExportTemplate.

Prerequisites

• Financial export read permission to view templates.
• Financial export create permission to create or edit templates.
• Financial export approve permission to Activate or Deactivate templates.
• Agreement from finance on required export columns, output order, and version notes.

Step-by-step procedure

1. Open Admin > Financial Settings > Export Templates (/Admin/Finance/ExportTemplate).
2. Optional: choose Status as All, Active, or Inactive, then select Filter.
3. Select New Template.
4. Enter Template Name.
5. Enter Description if finance needs context for the template.
6. In Export Columns, choose a value from Available Columns and add it to the selected list.
7. Continue adding columns until the template includes every required output field.
8. Drag selected columns to set the export output order.
9. Select Save Template.
10. Return to the list and select Details to review Template Summary and Version History.

Variations / branching flows

• Create a new version: select Edit, update fields or column order, add Version Notes, and select Save New Version.
• Activate a template: select Activate from the list when an inactive template should be available for new batches.
• Deactivate a template: select Deactivate when a template should be retained for audit but hidden from new batch selection.
• Filter the list: use Status with All, Active, or Inactive to find the template before changing it.

Expected outcomes

• New templates are created as Active by default.
• The selected column order is retained and used by batches created with the template.
• Version History preserves prior versions after edits.
• Inactive templates remain available for history and audit but are not selectable for new export batches.

Troubleshooting / edge cases

• If New Template or Edit is unavailable, confirm the user has financial export create permission.
• If Activate or Deactivate is unavailable, confirm the user has financial export approve permission.
• If a required column is missing from Available Columns, stop and confirm whether the API lookup values include that field before building a workaround.
• If finance changes the required format, create a new version instead of editing historical output manually.

Related processes

• Manage Financial Export Batches
• Manage Account Codes
• Configure Tenant Settings and Options

Assumptions and gaps

• Template edits create a new version through the current controller/API flow. This guide does not define finance's preferred column schema; it documents how to implement the approved schema in SchoolBanks.