Optional Features - Sales/Purchase Batch Updates

The optional features for the Sales/Purchase Batch Updates are displayed over two screens.

Screen 1 of 2

Delimiter for ASCII files, default ",” (only if ASCII)

ASCII import files are normally defined to be comma separated, enter the appropriate delimiter here.

Write Transactions with Current Date

If the date not included on the import file then set this option to generate transactions with the run-time import date.

Mark/Check Input Transactions as Updated (Only if DFD)

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.

Default Transaction Type (if not on i/p)

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

Input Item Number for "Updated” (Only if DFD)

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.

TX Item for Run-Time Prompt

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.

Make Credits/Adjustments Negative

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.

Add to Reference Numbers

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.

Delete Input File When Completed

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.

Input Trans Include Type 9 Analysis Records

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.

Post to Account (if blank input)

This prompt asks for an account code to post miscellaneous transactions to – if not set then import records without an account code are rejected.

Custom ASCII File Format: Custom Reference

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.

Auto Allocate Payments against TX Flagged (n/a if FC)

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

Payment Alloc for Input "Inv Reference”

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.

Input File is "ARTESAN” Comm Log Layout

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.

Screen 2 of 2

Default Nominal

Default Reference

Default Description

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.

Starting Value at Beginning of First Item

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.

Use Selection Criteria against Input File

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.

Allow User Changes to 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.

Save Any Changes to Selection Criteria

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.

Summarise all Input into 1 record (e.g. SHOP)

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 Summarise, Detailed Analysis Required

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.

Allow Input of New/Updated Account Details

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.

Input Account File Pathname

Enter the full pathname of the input file from which account details will be read.

Input Account File Type

Enter either ‘A’ for an ASCII input file or ‘D’ for a Datafile database file.

Delimiter for ASCII Files

Enter the separator character between each item, usually a comma (if ASCII).

Input Item for Account Code

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.