Data Items Cross Reference - Sales/Purchase Batch Updates

Datafile Software

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.


Mandatory items include the Account Code, Amount, Tax Code and Tax Amount.

If the input transaction type is not referenced and no default is specified then the program will assume an invoice for positive amounts and credit notes for negative amounts.

If the input transaction date is not referenced then all transactions are recorded as per the run-time date confirmed.

For Foreign Currency systems you need to reference the FC-Amount and Tax Amount instead of the home values. If there is no rate on the input file the system will use the current holding/spot rate (as configured), if there are no home amounts cross referenced the system will calculate these values.

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.

Add / Update Accounts

If the option to add new or update existing account records is enabled within the Optional Features then after the analysis breakdown you are asked to cross reference the items on the accounts import file to the sales/purchase accounts file. Firstly you are asked for the items to be imported when adding new accounts and then for the items to be imported if updating existing records

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  • Release ID: Standard
Posted by: Terry Moore - July 5, 2012. This article has been viewed 1162 times.
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