Data Items Cross Reference - Sales/Purchase Batch Updates

The Data Items Cross Reference screen is used to correlate the input file items (on the left) to the sales/purchase transaction file (shown on the right). All transaction items may be cross-referenced through this procedure, in up to twenty screens of sixteen items. <ESC> abandons the input, <END> completes this section of input and <Page-Up>/<Page-Down> allows you to move through the twenty screens.

For imports from ASCII/CSV files the system displays the input sequence number and then prompts for the sales (purchase) transaction item to update. For imports from Datafile databases the system displays the name of the data item to be imported and asks for the sales transaction item to update.

It is very important how items are cross-referenced and you must complete these screens with great accuracy. The batch update will not perform calculations such as tax amount and will reject the use of any definition where mandatory items have not been cross-referenced.

Notes

After completing the cross-reference screens pressing the <End> key asks: Allow breakdown of analysis records from single I/P rec

When an invoice/credit transaction is generated there are two components – a type ‘1’ and, possibly several, type ‘9’ transactions.The type ‘1’ contains the totals for the transaction and appears on your account enquiries and statements, the type ‘9’ contains the analysis breakdown for all the lines on the invoice together with their different VAT codes and amounts plus nominal codes.

Typically the import file either contains the type ‘9’ analysis information as separate records already or you allow the system to automatically generate a type ‘9’ for each invoice/credit transaction imported.This option is for use where the import file contains the type ‘9’ analysis information as part of a single invoice/credit input record.

If you reply ‘Yes’ then you are presented with up to ten screens which allow you to specify the items from within the input data file that should be used to create the analysis record(s). The items requested for each type ‘9’ are analysis, goods amount, tax code, tax amount, nominal code and, for foreign currency systems, the foreign goods and tax amounts. Note that if you only require a maximum of (say) four sets of analysis information then you need only reference the first four of these analysis screens leaving the remaining screens unset.

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