Datafile Software
Optional Features - Sales/Purchase Batch Updates
The optional
features for the Sales/Purchase Batch Updates are displayed over two screens.
Delimiter for ASCII
files, default ",” (only if ASCII)
ASCII import
files are normally defined to be comma separated, enter the appropriate
delimiter here.
If the date not
included on the import file then set this option to generate transactions with
the run-time import date.
If the input file
is a Datafile Database then there may be records that have already been
processed if keeping historical information.Set this option to flag records as processed when imported and reject
any records already flagged. The item to
flag/check is set later.
If the
transaction type is not cross-referenced on the input file then you can specify
a default type as appropriate.Transaction types are
1Invoices
2Payment
3Credit
Note
4Invoice
Adjustment
5Payment
Adjustment
This is the item
from above that is flagged as updated (DFD imports only). The item must be a ‘?’ item type and is set
to ‘Y’ once updated.
This allows the
ability at run-time to record (say) a batch number or the operators’ initials
into all transactions imported. This
prompt asks for the data item number on the transaction file to record the
entered information.
Where the input
file contains a transaction type to distinguish between invoice and credit
entries then the values may be recorded positively for credits whereas Datafile
requires these to be negative values.Setting this option converts the values for credit transactions into
negative values for import so that the ledger is updated correctly.
Where the
reference number is not cross-referenced and a standard reference (see screen
2) is not to be updated to all imported transactions then set this option to
increment the ledger references for each transaction imported.
If the input file
is an ASCII file then you cannot flag records as processed, one way of
preventing a second run is to delete the input file and this can be achieved by
setting this option. Use this with care
– the parameter applies equally for DFD and ASCII imports and you may wish to
keep the input file for resulting queries and maybe move the file to another
folder when you are happy with the update.
If the input file
contains separate analysis records set this option. If the update is to generate the analysis
record or the invoice record contains a breakdown of the analysis details leave
this blank.
This prompt asks
for an account code to post miscellaneous transactions to – if not set then
import records without an account code are rejected.
Datafile Software
offers a service that allows any Datafile system to be customised to specific
requirements on the rare occasion that those requirements cannot be met by the
standard system. Any such feature will
be set here when advised.
This is a special
ledger batch update option that allows the update to allocate payment values
against invoices as part of the update.It is of particular use with the Purchase Ledger Batch Update when
sending payments to BACS.
With BACS the
payments are confirmed back to you and you could wait for a positive reply
before entering the payments onto your system.A typical BACS payment process would be:
1Run
the Purchase Ledger ‘Run Proposed Payments’ option to mark transactions to pay
– you can modify the results in the normal manner with the ‘Set Transaction
Flags’ option
2Use a
profiler routine to extract the invoices for payment and generate the payment
CSV. This should also flag, on the
invoice transaction, the amount to be paid (which should equal the outstanding
amount).
3Once
confirmed the payments can be imported using the batch update from the payment
CSV and using the flag set in point 2 will allocate the invoices.
This option asks
for the data item on the transaction file that holds the flag value to show the
transaction is awaiting allocation.
Notes
This option is not applicable for foreign
currency ledgers
The transactions are only allocated where
1)the
individual invoice transactions still have an outstanding value equal to the
flag value
2)the total
value per account for the flagged transactions equals the payment value
3)there
is only one payment per account on the input file
If any of the above criteria fail the
payment is imported but the transactions are not allocated and the report notes
these details as appropriate
This allows for
the import of payment to update the allocation details where the payment
matches a specific single invoice.Here you reference an item on the payment record on the transaction file
that has been updated (via the Data Items Cross Reference) with the invoice
reference being paid.
The payment value
must equal the invoice value exactly to be allocated and, if foreign currency,
any exchange rate variation between the invoice and imported payment will
result in an exchange difference transaction being generated as normal.
Item to match on invoice
When
importing payments as option above the system matches the payments ‘invoice
reference’ item against the standard invoice reference. This option allows you to nominate an
alternate item on the sales invoice transaction to be matched.
Payment Alloc Reference
Flag for Disputed
When
importing payments and allocating against existing invoices you may be advised
that an invoice is disputed and not being paid.This option asks for the letter that is appended to the invoice
reference to indicate it is disputed – this will be flagged to the operator on
the import report.
Calculate Due-Date from
Account
Set
to calculate due date for input transactions based on the transaction date and
the account credit terms. Leave blank if
importing the invoice due date.
Discount Value as
Negative in Input Trans
Datafile
records the payment and payment discount values as positive values on import into
the ledger and expects the source values for payments to be positive also. Setting this option allows the system to
convert a negative payment discount value into a positive value for update to
the ledger.
This is special
file produced by the Artesan range of tills where the file is a log file of
keystrokes from the till. Only set this
option where appropriate.
Lock Records as Required
By
default the batch import process requires an exclusive file lock on the account
and transaction files. Setting this
option allows the system to use record locking for the import. This option is only applicable when the source
file for the import is a DFD and not a CSV/TXT file and where the update
definition is set to flag the import record as processed above.
This allows
default nominal code, reference numbers and transactions descriptions to be
pre-defined. This is of use where the
input file does not contain this information.
Apply
to type 2/5
Set to apply the defaults to payment and payment adjustment
transactions. If not set only applies
for invoices, credits and invoice adjustments.
Confirm Defaults
at Runtime
Set to allow confirmation of the nominal,
reference and transaction description when processing the batch update.
Only Process Input Records Starting With
This allows the
update to be restricted to only those input records which have the following
specified character(s) in the first position on the record. This would allow an ASCII input file to
possibly contain multiple records, only some of which are to be imported on
this update.
This assumes that
the starting value above is contained in the first input item of the record
without a delimiter between it and the first item.
If the input file
type is a Datafile database then the standard selection criteria may be used to
select only those records to be used for this batch update. If set a pop-up screen allows entry of the
selection criteria.
If applying
selection criteria to the input file then set this prompt for whether the user
is allowed to amend the criteria at run-time.
If user is
allowed to make run-time amendments to the criteria set this prompt for whether
any such changes are to be offered as the default criteria next time.
This feature is
used when all the transactions from a till, for example, are to be recorded
against a single account – which could be a cash sales account. A single transaction will be posted
reflecting the whole takings. If you use
this option then you must also configure the prompt ‘TX Item for Run-Time
Prompt’ to be the account code.
If set to
summarise above then this question determines whether only one analysis record
(Type 9) is written for the totals or if an analysis line for every input
record should be written.
If Summarise, is this a
payment only run
When importing a
CSV Remittance from a customer which contains details of all the invoices and
credits being paid by BACS then this option summarises all these transactions
and accumulates the value so that only one payment is created against the
account (or payment adjustment if total is negative). This option relies on the ‘Summarise All
Input’ option being set above.
In addition to
writing transactions to the ledger, this facility also allows the accounts file
to be updated. This will take place
before any transactions are posted. This
is useful if the front end system has its own responsibilities for adding and
updating accounts. If used, then the
following related parameters must be completed.
Enter the full
pathname of the input file from which account details will be read.
Enter either ‘A’
for an ASCII input file or ‘D’ for a Datafile database file.
Enter the
separator character between each item, usually a comma (if ASCII).
Specify the
item/sequence number on the input file which contains the account code.
Lock Records as Required
Set to lock
individual account records as accounts are added / updated for this
update. Note this option is only
applicable where the source file for the new/updated accounts is a Datafile
Database and set to flag back as processed.
Input Item Number for
Updated
Set item number
on the accounts import database when flagging back as processed.
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