Shireburn Financial Manager

Transcription

1 Shireburn Financial Manager SFM Interface Interface File Specifications Version 2.2 Shireburn Software Ltd Carolina Court, Guze Cali Street Ta Xbiex, MSD 14, Malta Tel (+356) Fax (+356) Web:

2 SHIREBURN FINANCIAL MANAGER (SFM) INTERFACE FILE SPECIFICATIONS The Shireburn Financial Manager (SFM) provides facilities to allow interfacing of third-party applications for the posting of accounting data into SFM. The system supports XML, Excel and comma delimited Text (.CSV) formats. The import routine will: Validate the format of the contents of the import file Validate the completeness of transactions posted/imported into the gateway Validate the integrity and validity of the data Post the valid data into SFM The objective of this document is to define the format of the Gateway Import file, giving detailed explanation to the 3rd party IT personnel, or to their IT vendors, to enable them to make the necessary adjustments to their own software to generate the required data in the file formats necessary to import into SFM. IMPORT FILE SPECIFICATIONS The data content of the file is described within a table with various column headings. These column headings have the meanings associated with them as outlined within the table below. File Definition Column Headings Column Heading Field No. Field Name Type Len Description Mandatory Description This is the order of each field within the document and the file provided has to be exported with the fields in this order. The name of the field, mainly used for internal analysis. This defines the type of the field which can be one of the following: C: for character, meaning that it will accept any valid character or digit N: for numeric, meaning that it will only accept digits e.g. N 10, D: for date field. Format YYYY-MM-DD This is the maximum field length that the system will accept. Provides some details about each defined field. Defines whether or not the field is mandatory. SFM Interfacing Gateway File Definition Version /12/2012 Page 1

3 Gateway Transaction File Definition Field No Field Name Type Len Details 1 SystemBook C 5 The system book (A table of SystemBooks is shown below attached for reference). Mandatory 2 Book C 1 Same as SystemBook. 3 Batch C 10 4 EntityCode C 6 5 NacCode C 8 Transaction batch to identify a transaction block, if left blank grouping is done based on TranDate. The batch is only used for the Nominal ledger to control batches of entries as required The Client/Supplier Code that must be an existing code in the sale/purchase ledger Nominal account code, which must be an existing code in the SFM chart of accounts. SFM Interfacing Gateway File Definition Version /12/2012 Page 2 No (Sales /Purchases only) 6 TranDate D 10 The transaction date of the entry. 7 DueDate D 10 The Due date of the entry. No 8 TranType C 2 Transaction type (A table of valid Transaction Types is shown below attached for reference). Document reference Number (Invoice, cash sale, 9 IntRef C 8 credit note, Payment Number etc.). (for auto-generation of the document number by (Sales/purchases SFM put Auto ) only) SFM will check whether the Internal reference already exists for the given transaction type. 10 ExtRef C Payee C 40 The document external reference number (e.g. supplier s invoice number) SFM will check whether external reference number already exists for the given supplier. This is the paid to/received from/description for Nominal Ledger or client/supplier name for Sales/Purchase Ledger 12 Details C 50 Transaction details of the entry 13 Analysis C 4 14 DiscType C 1 15 DbCr C 1 16 VatCode C 2 17 Currency C 3 Transaction analysis code.(can be used for further analysis of the accounting transactions) Discount type ( G for Global discount, I for Item Discount) used for validation purposes. (Refer to Dealing with Discounts paragraph on page 4) "D" for Debit or "C" for Credit (refer to the table of valid Transaction Types shown below) VAT Code that must be a valid VAT code known by SFM Currency Code must be a valid currency code known by SFM and matches the currency code on the client/supplier /nominal account. (Purchase only) No (Sales/purchases only) No (Discount line entry only Sales/purchases )

4 18 Amount N 22,2 19 VatAmount N 22,2 20 FAmount N 22,2 21 FVatAmount N 22,2 The Local amount (in the company s base currency) of the transaction. This amount should not include the VAT value. Negative or zero (0) values are not allowed. VAT Amount for the entry. Negative values are not allowed ( 0 if there is no VAT amount) Foreign amount of the entry. This amount should not include the foreign VAT value. Negative values are not allowed ( 0 if there is no foreign amount) Foreign VAT Amount. Negative values are not allowed. ( 0 if there is no foreign amount or no foreign VAT amount) VALID SYSTEM BOOKS The System Book Field above (No.1) requires the use of a specific ledger book. These are defined below. Valid System Books SystemBook N S P Description Nominal Sales Purchase VALID TRANSACTION TYPES The Transaction Type field above (No. 8) requires the use of specific transaction types. These are defined below: Valid Transaction Types System Book Book Transaction Type Type Description Transaction Entry Debit(D)/Credit(C) Discount Entry N N JR Nominal Journal D or C N/A IN Invoice D C CN Credit Note C D S S AD Adjustment Debit D C AC Adjustment Credit C D DR Debtor Receipt C D IN Invoice C D CN Credit Note D C P P AD Adjustment Debit D C AC Adjustment Credit C D PC Creditor Payment D C SFM Interfacing Gateway File Definition Version /12/2012 Page 3

5 SALES/PURCHASES LEDGER ENTRIES The interface will require at least one entry per invoice/credit note. The contra entry in the Debtors or Creditors control account is not required as it is automatically created by the SFM import function. If an invoice/credit note contains more than one line entry, they must be consecutively listed after each other in the import file, for the import function to group them under the same invoice/credit note. NOMINAL LEDGER ENTRIES The system will require at least one entry in debit and one entry in credit for nominal ledger journal entries. There is no limit on the number of entries per journal. The total foe the debit entries and the total for the credit entries have to agree. DEALING WITH DISCOUNTS When sales or purchases transactions contain discounts, a separate line entry has to be created for the discount amount. Line discounts can be either global (G) Example Case A or per line item (I) Example Case B. Example Sales Invoice number 995 amounting to consisting of 2 line items one for sales of tickets VAT and the other linefor commission 18% VAT with a total discount of 20 Case A Global Discount (G) In this case the discount is a global invoice discount of 20. S,S,,ABC001,10201, ,,IN,995,,,Tickets,,,D,F,EUR,150.00,23.91,0.00,0.00 S,S,,ABC001,10205, ,,IN,995,,,Commission,,,D,E,EUR,25.00,3.99,0.00,0.00 S,S,,ABC001,20200, ,,IN,995,,,Discount,,G,C,Z,EUR,20.00,0.00,0.00,0.00 Case B Line Item Discount (I) In this case the discount is split as follow: 15 for invoice transaction line 1 and 5 for invoice transaction line 2 S,S,,ABC001,10201, ,,IN,995,,,Tickets,,,D,E,EUR,150.00,24.30,0.00,0.00 S,S,,ABC001,20200, ,,IN,995,,,Discount,,I,C,Z,EUR,15.00,0.00,0.00,0.00 S,S,,ABC001,10205, ,,IN,995,,,Commission,,,D,E,EUR,25.00,3.60,0.00,0.00 S,S,,ABC001,20200, ,,IN,995,,,Discount,,I,C,Z,EUR,5.00,0.00,0.00,0.00 SFM Interfacing Gateway File Definition Version /12/2012 Page 4

6 SAMPLES OF FILE FORMAT XML FILE FORMATS Below is the formal of the XML file that needs to be produced. The Tag <Data></Data> is not validated so <VFPData></VFPData> can be used as well. Please note that the tag names have to be all in lower case as they are case sensitive. <?xml version = "1.0"?> <Data> <updtrn> <systembook></systembook> <book></book> <batch></batch> <entitycode></entitycode> <naccode></naccode> <trandate></trandate> <duedate></duedate> <trantype></trantype> <intref></intref> <extref></extref> <payee></payee> <details></details> <analysis></analysis> <disctype></disctype> <dbcr></dbcr> <vatcode></vatcode> <currency></currency> <amount></amount> <vatamount></vatamount> <famount></famount> <fvatamount></fvatamount> </updtrn> </Data> SFM Interfacing Gateway File Definition Version /12/2012 Page 5

7 CSV FILE FORMAT Below are samples of the format of the csv file that need to be produced. The contents of the file have to follow the rules below: The first line of the file has to contain the headers below. SystemBook,Book,Batch,EntityCode,NacCode,TranDate,DueDate,TranType,IntRef,ExtRef,Payee,Details,Analysis, DiscType,DbCr,VatCode,Currency,Amount,VatAmount,FAmount,FVatAmount Each field has to be seperated with either a comma (,) or a bar ( ). Each field can be either enclosed within a single quote ( ), a double quote ( ) or not enclosed within quotes at all COMMA SEPARATED DATA NOT ENCLOSED WITHIN QUOTES S,S,,ABC001,10201, ,,IN,123456,,,Tickets,,,D,F,EUR,100.00,18.00,0.00,0.00 N,N,,,41000, ,,JR,Auto,,,Cleaning expensis,,,d,z,eur,50.00,0.00,0.00,0.00 N,N,,,90112, ,,JR,Auto,,,Cleaning expensis,,,c,z,eur,50.00,0.00,0.00,0.00 P,P,,FAA001,78999, ,,IN,Auto,123456,,Parts,,,C,1,EUR,500.00,90.00,0.00,0.00 COMMA SEPARATED DATA ENCLOSED WITHIN DOUBLE QUOTES S, S,, ABC001, 10201, ,, IN, ,,, Tickets,,, D, F, EUR, , 18.00, 0.00, 0.00 N, N,,, 41000, ,, JR, Auto,,, Cleaning expensis,,, D, Z, EUR, 50.00, 0.00, 0.00, 0.00 N, N,,, 90112, ,, JR, Auto,,, Cleaning expensis,,, C, Z, EUR, 50.00, 0.00, 0.00, 0.00 P, P,, FAA001, 78999, ,, IN, Auto, ,, Parts,,, C, 1, EUR, , 90.00, 0.00, 0.00 BAR SEPARATED DATA NOT ENCLOSED WITHIN QUOTES S S ABC IN Tickets D F EUR N N JR Auto Cleaning expensis D Z EUR N N JR Auto Cleaning expensis C Z EUR P P FAA IN Auto Parts C 1 EUR SFM Interfacing Gateway File Definition Version /12/2012 Page 6

8 AUTOMATIC IMPORTING OF THE XML/CSV FILE For the file produced to be automatically imported into SFM it should be under the company data folder (Help Menu-> About as shown in the image below)...\ledger\data\sslxxx\import\files\updtrnxxxxxxxx.xml or..\ledger\data\sslxxx\import\files\updtrnxxxxxxxx.csv (example: UpdTrn xml,UpdTrn xml or UpdTrn csv,UpdTrn csv) MANUAL IMPORT OF THE FILE To import the gateway file to SFM, go to Current Year -> Utilities ->Import Data. The system will load the Import screen below. SFM Interfacing Gateway File Definition Version /12/2012 Page 7

9 By clicking on the Import Button (shown on the right) on the toolbar or pressing <CTRL+L> on the keyboard the system will load the Open dialog window to allow the user to select the file to import and then click on the Open button. If the file and the transactions within it are valid the system will show all the transactions in the import screen ready for importing into SFM. To import the transactions to SFM click on the Import to SFM button (shown on the right) on the toolbar or press <CTRL+I> on the keyboard. SFM Interfacing Gateway File Definition Version /12/2012 Page 8