What is SFTP?

SFTP is a mechanism for transferring files between two computer systems without needing to download or upload files manually. FTP can be used to transfer export files from Balance to our customers' servers.  SFTP isn't restricted to specific file types or General Ledger (GL) systems, but the client must be ensure their systems is able to accept SFTP files.  

SFTP stands for "Secure File Transfer Protocol". It can also be referred to using acronyms which indicate the security mechanisms that are being used, namely FTP (File Transfer Protocol) and/or FTPS (also known FTP-SSL, and FTP Secure)

What Is Required to Use It

To utilize SFTP, you will need to have a system(s) set up to handle SFTP reception. This is a task your internal IT Team should be able to discuss with you.

Relating to the files being moved around, your organization will handle the logic and file management of files sent for exports. 

SFTP for Exports

 Once configured, to use SFTP, users will: 

1. Navigate to Import/Exports in your database.
2. Click 'Create new export' in the top right corner of the page.
3. Select an export and the appropriate Post Date and GL Date.
4. Click 'Create Export'
   1. Just like a non-FTP scenario, a 'Download file' link will generate.
   2. Additionally, a button will also appear that says 'Send to FTP'
5. You can click on the 'Download file' link to download the file and review
6. If/when you are ready to transmit the file to your server, click the 'Send to FTP' button and the file will immediately be transferred to your receiving SFTP server

Balance users will need to review their internal systems to confirm receipt of the file. If the GL Export was incorrect (for example, if the file was structured incorrectly, if data had to be manually changed, or if you had to re-open a period to change data), you will need to delete or reverse the entry from your other system in the same manner you would without SFTP. You can then follow the process above to send a new, corrected file to your GL.

Note: Clients are responsible for managing the files that arrive on their systems. We generally create our SFTP files using a unique name containing a timestamp so you will need to implement a process to “file away” an export file after it has been processed. Some clients have requested we use a static filename so they don’t have to do any maintenance. This is possible but makes troubleshooting older data issues more complicated.

Export Technical Details

 We will need you to provide the following information in order to prepare our systems:

•  Server name (sometimes called a hostname) or IP address that Balance will be sending files to
• Authentication Credentials (username/password)

For security purposes, this information should not be transmitted via email. Our team will be happy to schedule a call with you (or your IT Team). If you have a more complex environment that requires the transfer of encryption keys, please reach out to Balance support so we can facilitate that process.