Trans Mandatory - Database Profiles

Data Item Type Alternative Notes

Transaction type Y(1) X(1) Holds the type of the transaction record.:

1 Invoice transaction

2 Payment transaction

3 Credit note transaction

4 Invoice adjustment transaction

5 Payment adjustment

The valid analysis types are:

9 Standard analysis record, there may be one or more of these summing to the total of the invoice, credit note or invoice adjustment transaction. These carry the sales analysis and nominal ledger breakdown for the transaction concerned

Foreign currencies are supported for Datafile Diamond and Datafile Premier systems, and the following additional transactions can be created:

6 Exchange difference — Foreign currency ledgers only; used to clear home currency balance on an allocation

7 Revaluation difference — Foreign currency ledgers; the effect of a holding rate revaluation on an account, must be updated to the nominal ledger

8 Temporary provisional amount; used in bad debt provisions, and also foreign currency spot-rate revaluations (provisional transactions in nominal ledger)

Transaction date D E Date given to transaction

Account code X (10) X, Y Must be the same data item type and size as given for the account code in the account file

Reference X (6) X, Y Can be increased to Y(8), or X(10)

Description X (20) X, Y Up to maximum of 28 characters

Amount L K Net amount excluding tax

Tax code X (1) Y (1) Holds tax code number or letter used for this transaction

Tax amount L K Tax amount.

Payment discount L K Payment discount

Total *-type Calculated data item. Elements in calculation are goods amount, plus tax, plus discount —one of the latter two items is always zero

Allocation amount L K In an open item a/c transaction, this shows amount allocated so far. For £100 invoice, if it shows £100 then invoice is fully paid; if it shows £20, there is £80 outstanding; if zero, the full invoice is outstanding

Account record no Y (6) N,Y (5) Record no. in accounts file of account record

Next transaction Y (6) N,Y(5–8)? Record number of next transaction for account in transaction file

Outstanding *-type Total less allocated amount