Download installation package and documentation Installation procedure. Network installation Installing updates

Transcription

1 -Manual d-basics

2 I Manual d-basics Table of Contents Chapter I Introduction 1 Chapter II Installation Download installation package and documentation Installation procedure Registration Initial log on Network installation Installing updates 7 9 Chapter III Manage ledgers (administrations)... 1 Create or change ledgers (administrations) Open ledgers (administrations) Delete ledgers (administrations) Connection accounting package Chapter IV Manage information... 1 Manage Debtor Information Match ISO codes Match INFO codes Chapter V Reports... 1 Print reports Export to Excel Chapter VI Create data files... 1 Opening the export module Configuration of the export module Creating and sending data files Chapter VII System settings... 1 Database management Copy administrations Network connections User management Manage user permissions per ledger (administration) Default print settings Internet settings 52

3 Table of contents II... 8 Select language Support Chapter VIII Appendixes Using the File Merger Using filters Sales ledger progress report Events log file Automatic extraction, export and upload Specification ICT file format Manually add additional information Advanced settings connection accounting software 81 Index 88

4 Introduction Chapter I

5 Introduction 1 2 Introduction This manual describes the installation and use of d-basics, a program that can extract, analyze and distribute financial information. Extract d-basics can automatically extract information from a large number of accounting packages. Analyze Additional modules are available to proces or analyze the extracted information. Distribute The information extracted by d-basics can be saved in various export formats. These export files can be used to send information to factoring companies, banks, credit managers etc.

6 Installation Chapter II

7 Installation 2 4 Installation This chapter describes the installation of d-basics. The following topics are covered: Download installation package and documentation Installation procedure Registration Initial log on Network Installation Installing updates 2.1 Download installation package and documentation To install d-basics, an installation package and appropriate documentation must be downloaded from the d-basics website ( It is recommended to download at least the following items: The complete d-basics installation file (dbscsins.exe) The d-basics manual The appropriate Quick Reference Card (depending on the accounting package being used) The appropriate Step By Step guide ((depending on the recipient that is going to receive data files) When prompted, choose to save the files to disk (and specify a location). After the files have been downloaded, the installation of d-basics can be started by double-clicking the installation file (dbscsins.exe). This will launch the installation procedure. 2.2 Installation procedure To install d-basics the following steps must be completed: I. The d-basics Setup Wizard To start the installation procedure, double-click the downloaded installation file (dbscsins.exe). This will launch the Set-up Wizard that will guide a user through the following installation steps: Step 1: The welcome window This window offers the possibility to either start or cancel the installation. Click 'Next' to install dbasics. Step 2: License agreement The use of d-basics is subject to the terms and conditions as stated in the license agreement. To continue the installation procedure one must accept this agreement. Step 3: Choosing the installation directory Choose the location where d-basics must be installed. It is recommended to use the default location 'c:\program files\d-basics\'. Important: A central database must be used in case d-basics is going to be used on more than one computer in a computer network, also see Network installation. Step 4: Shortcut Start Menu D-basics can add a shortcut to the Start menu. By default this shortcut will be created in the folder named 'd-basics'. It is recommended to accept the default settings.

8 5 Manual d-basics Step 5: Other shortcuts During the installation of d-basics shortcuts can also be created on the Desktop and in the Quick Launch toolbar (if applicable). Check the desired options and click 'Next' to continue. Step 6: Starting the installation Click 'Next' to finalize the installation. After the installation process has completed, d-basics can be started by double clicking the d-basics icon on the desktop. 2.3 Registration Menu items: Licence, register d-basics D-basics can only be used if a valid registration key is entered. Until this key is entered, the registration window will appear each time the program is started. There are two options: activate d-basics or install an evaluation copy of d-basics. I. Activate d-basics After your order has been processed, the registration information is sent to you by . To activate d-basics, copy the registration information into the appropriate data fields. Make sure that all registration information is entered correct. Note: The custom made code should only be entered in case customer specific functionality is added to dbasics and this functionality must be activated by means of a licence key. II. Install an evaluation copy To install an evaluation copy of d-basics, choose the option 'EVALUATE' and push 'OK'. In this case, d-basics will automatically generate evaluation data, and provide the functionality that is needed to evaluate d-basics. Note: Registered users that wish to evaluate d-basics should not install the evaluation copy on the same computer as on which the registered copy is installed. Installing an evaluation copy overwrites existing registration information and disables the possibility to import data from financial packages.

9 Installation Initial log on Menu items: 'File', 'Log on' To logon to d-basics, a username and password is required. Initial log on During the initial log on use the username 'ADMINISTRATOR' and leave the password blank. Setting the administrator password and creating new users is described in the section User management. 2.5 Network installation If d-basics is installed on more than one computer in the same network, each copy of d-basics must use the same (shared) database. To perform this network installation the following steps must be completed: Step 1: Install d-basics Install d-basics on the appropriate workstations. Step 2: Creating a central database When the first workstation is configured to use a shared database, this database must be created on a location that can be accessed by all the other users that are going to use d-basics. To create the shared database, open the window 'Database' (menu items 'System', 'Database'), and click 'Set-up' to start the d-basics Database Wizard. Use this Wizard to create the shared d-basics database on a network location that is accessible to all the users that are going to use d-basics. Step 3: Creating an administration Menu items: 'File', 'New administration' After creating the shared database, a new d-basics ledger must be created and connected to the corresponding ledger in the accounting package. Step 4: Configuring other computers After creating the shared database and configuring the ledger(s), the other workstations on which dbasics is going to be used must be configured to use the shared database. To do so, open the window 'Database' (menu items 'System', 'Database') and select the location where the central database was created (see step 2). In case a SQL database is used, select the SQL server on which the central database was created and enter the required logon information.

10 7 2.6 Manual d-basics Installing updates Menu items: 'Help', 'Support' Development on d-basics is an on-going process. In order to keep up with the latest updates, it is recommended to check for updates frequently. To download the latest update, open the window 'Support' and select the desired update. There are three kinds of updates: Auto update, Latest update and Complete installation Auto update Menu items: 'Help', 'Support' Auto Update installs the d-basics updates automatically, therefore it is recommended to choose this update type. To Auto Update d-basics, the following steps must be completed: 1. Push the button 'AUTO UPDATE' to download the latest version of d-basics 2. The Setup wizard starts as soon as the update file is downloaded. Push next to start the installation process. 3. The license agreement is shown. The use of d-basics is subject to the terms and conditions as stated in the license agreement. To continue the installation procedure one must accept this agreement and click 'Next'. 4. Finally the location where d-basics is installed must be selected (the default location is: c: \program files\d-basics\). After choosing the right location, click 'Next' to install the update. In some cases the auto update function does not work because of network security settings. In that case download the latest update package from the d-basics website.

11 Installation Latest update The 'Latest Update' package contains the minimum required to install an update. Therefore this update can only be used in case d-basics is already installed. To install the 'Latest Update' the following steps must be completed: 1. Push button 'Download latest update', and choose to 'Save this program to disk' (specify where the update file must be saved). 2. Close d-basics as soon as the download starts (do not proceed to the next step before d-basics is closed). 3. Once the download is completed, execute the installation package to start the Setup wizard. Then push 'Next' to start the installation process. 4. The second window of the Setup wizard shows the license agreement. The use of d-basics is subject to the terms and conditions as stated in the license agreement. To continue the installation procedure one must accept this agreement and click 'Next'. 5. Finally the location where d-basics is installed must be selected (the default location is: c: \program files\d-basics\). After choosing the right location, click 'Next' to install the update Complete installation The Complete Installation package contains all files needed to install d-basics, including the required Windows components. To perform a complete installation, the following steps must be completed: 1. Push the button 'Download latest full install' 2. When prompted, choose to save the program to disk and specify where the installation file must be saved. 3. Close d-basics as soon as the download starts (do not proceed to the next step until d-basics is closed). 4. Once the download is completed, push the button 'Open'. This will start the installation procedure Updates and network installations In case of a network install the same d-basics version should be installed on each of the 'participating' workstations. If an older version is detected d-basics will not start until an update is installed. Because new d-basics versions are released frequently it is recommended to update d-basics on all workstations at the same time (this to avoid an endless sequence of updates).

12 Manage ledgers (administrations) Chapter III

13 Manage ledgers (administrations) 3 10 Manage ledgers (administrations) This chapter describes how to manage ledgers (administrations). The following topics are covered: Creating or Editing existing ledgers (administrations) Opening ledgers (administrations) Deleting ledgers (administrations) Configuring the connection with an accounting package 3.1 Create or change ledgers (administrations) Menu items: 'File', 'New administration' To create a new ledger (administration), open the 'Administration' window (see menu-items above) and at least enter the following information: Company Address Zip code City address (tab 2) Although only the fields mentioned above are required, it is recommended to enter all information. After entering the information, push 'OK' or 'Apply' to create the new ledger (administration). D-basics will now make create a new database to save the financial information that will be imported into this new ledger (administration). Note: It's possible to have more than one ledger (administration) in an accounting package. In this is case, for each ledger (administration) in the accounting package a corresponding ledger (administration) must be created in d-basics.

14 Manual d-basics Open ledgers (administrations) Menu items: 'File', 'Open administration' After logging on to d-basics the 'Open administration' window shows the available ledgers (administrations). To open a ledger (administration), select the desired ledger (administration) and push the button 'OK'. Notes: In case no administrations are available yet, the 'New administration' window will open instead of the 'Open administration' window. The drop-down menu 'Current view' allows to switch between 'Active' and 'Inactive' ledgers (administrations) 3.3 Delete ledgers (administrations) Menu items: 'File', 'Deleting administrations' To delete a ledger (administration): Open the window 'Delete administration'. Select the ledger (administration) that must be deleted and push the button 'Delete'. Acknowledge that the selected ledger (administration) should be removed. Note: Deleting ledgers (administrations) is irreversible.

15 Manage ledgers (administrations) Connection accounting package Menu items: 'Administration', 'Book k eeping' The financial information used by d-basics is extracted automatically from accounting packages. Before this information can be extracted, a connection has to be established between d-basics and the database of the accounting package. Open the window 'Bookkeeping' to enter the necessary settings: To configure the connection with an accounting package, the following steps must be completed: Select the default currency Select the default currency of the ledger (administration) that is imported. This should be similar to default currency of the ledger in the accounting package. Select the default country Select the country in which the company (whose ledger is imported) is situated. Select Language Select the default language used by the accounting package. Select accounting package Select the correct accounting package. It is only possible to select the accounting packages for which a license was purchased. Settings accounting package Each accounting package requires a different configuration. There are four main connection types: The information that must be extracted is stored on a SQL Server The information is extracted using an ODBC driver The information that must be extracted has to read straight from database files The information that has to be extracted is read from export files that are created by an accounting package. Note: For detailed information regarding the connection between d-basics and a specific accounting package refer to the Quick Reference Cards.

16 13 Manual d-basics Connection through dial-up networking D-basics offers the possibility to connect to the database of an accounting package through a DAILUP NETWORKING connection. Period arrangement Select the period arrangement that is used by the accounting package / ledger. Advanced settings In certain cases connections with accounting packages require additional settings. These can be configured in the window 'Advanced settings' that can be opened by pushing the button 'Advanced'. The advanced settings are described in the appendix 'Advanced settings'. Time out settings By default, the queries that are executed during the extraction of information must return a result within 30 seconds. In case of a large amount of information 30 seconds might not be sufficient to complete the query; this will result in a 'time out' notification. This problem can be solved by changing the time out period (for example to 60 seconds).

17 Manage ledgers (administrations) Settings SQL server connection Menu items: 'Administration', 'Book k eeping' To connect to a SQL server database, open the window 'Bookkeeping' and select the appropriate accounting package. Then enter the following information to complete the configuration: Server Enter the IP address or name of the SQL Server used by the accounting package. Push the button 'Servers...' for a list of available SQL servers Username and password Enter the username and password of a user that is allowed to read information from the database of the ledger (administration) in the accounting package. Database Enter or select the name of the database in which the financial ledger (administration) is stored (this setting is not always required). DBOwner In some cases the DBOwner information is required to connect to the database. This information can be provided by the database administrator.(this setting is not always required) Administration Enter the name of the administration that must be imported. (This setting is not always required).

18 Manual d-basics Settings ODBC connection Menu items: 'Administration', 'Book k eeping' Information from certain kinds of databases can only be extracted if an ODBC driver is used. Note: The ODBC driver used to connect to the database of the accounting pasckage is not part of d-basics. It is recommended to install the ODBC driver before installing d-basics. After installing the ODBC driver, a system DSN must be created that can be used to connect to the database of the accounting package. To connect to a database by means of an ODBC driver, open the window 'Bookkeeping' and select the appropriate accounting package. Then enter the following information to complete the configuration: Data Source Name Select the name of the (System) DSN that must be used to connect to the database of the ledger (administration) in the accounting package. Username and password Enter the username and password of a user that is allowed to connect to the database of the ledger (administration) in the accounting package by means of an ODBC driver. Use RDO Various techniques can be used to connect to a database. By default d-basics uses an ADO connection. Because some older databases do not support ADO connections d-basics can use the RDO connection as an alternative. Because RDO is slower than ADO, it is recommended only to use RDO if ADO does not work. Prompt This setting is used to define during which events the 'Log-on' window of the ODBC driver must be shown. The default setting is: 'Complete required', only change this setting in consultation with the d-basics helpdesk

19 Manage ledgers (administrations) 16 Database/Library Enter or select the name of the database or library in which the financial ledger (administration) is stored (this setting is not always required). Administration Enter the name of the financial ledger (administration) that must be imported (this setting is not always required) Settings flat file / file path interface Menu items: 'Administration', 'Book k eeping' To connect to a 'flat file' database, open the window 'Bookkeeping' and select the appropriate accounting package. Next specify the location of the database used by the accounting package (use the browse button at the end of the text).

20 Manual d-basics Settings export files interface Menu items: 'Administration', 'Book k eeping' If it is not possible to develop an interface for a certain accounting package, d-basics uses export files created by the accounting package to import financial information. To configure the export files interface, open the window 'Bookkeeping' and select the appropriate accounting package. Next specify the location where the export files created by the accounting package are saved (use the browse button at the end of the text). Note: To make sure d-basics uses the latest financial information, always create new export files before importing information into d-basics.

21 Manage information Chapter IV

22 19 4 Manual d-basics Manage information This chapter describes how to manage the information that is extracted by d-basics. The following topics are covered: Manage debtor information Match ISO codes Match INFO codes 4.1 Manage Debtor Information Menu items: 'Maintenance', 'Debtors' D-basics offers the following possibilities to manage debtor information: Select rejected debtors Select inter company debtors Select remaining not financiable debtors It is possible that not all options to manage debtor information are available. This depends on the modules that are activated in d-basics Select rejected debtors Menu items: 'Maintenance', 'Debtors', 'Selecting rejected Debtors' During the assessment of the value of a list of outstanding amounts, debtors with solvability problems must be excluded. To mark debtors as insolvable, open the window 'Rejected debtors' and complete the following steps: 1. In the right column, select the debtor(s) that must be marked as 'Rejected' 2. Push the button 'Add' to move the selected debtor(s) to the left column (Rejected debtors) Repeat these steps until all debtors with solvability problems are marked as rejected.

23 Manage information Select intercompany debtors Menu items: 'Maintenance', 'Debtors', 'Inter company debtors' During the assessment of the value of a list of outstanding amounts, 'Intercompany debtors' must be excluded. To select the 'Intercompany debtors', open the window 'Select Intercompany debtors' and complete the following steps: 1. In the right column select the debtors that are 'Intercompany debtors' 2. Push the button 'Add' to move the selected debtors to the left column (Intercompany debtors). Repeat these steps until all 'Intercompany debtors' are moved to the left column.

24 Manual d-basics Select Remaining not financiable debtors Menu items: 'Maintenance', 'Debtors', 'Remaining not financiable debtors' If debtors must not be taking into account during the assessment of the value of a list of outstanding amounts for other reasons then insolvency, these debtors must be marked as 'Remaining not financiable debtors'. To mark debtors as 'Remaining not financiable debtors', open the window 'Remaining not financiable debtors' and complete the following steps: 1. In the right column, select the debtor(s) that must be marked as 'Unsolvable' 2. Push the button 'Add' to move the selected debtor(s) to the left column ('Remaining not financiable debtors') Repeat these steps until all debtors that must be excluded are marked as 'Unsolvable'.

25 Manage information Match debtors creditors Menu items: 'Maintenance', 'Debtors', 'Match debtors - creditors' During the assessment of the value of a list of outstanding amounts, the outstanding amounts owed to a company must be subtracted from the outstanding amounts owed by that same company (the company is a debtor as well as a creditor). This requires the matching of debtors and creditors. There are two ways to match debtors and creditors: automatically or manually Automatically In this case d-basics tries to match debtors and creditors based on certain characteristics. Push the button 'Auto link' to match debtors and creditors automatically. Note: The degree of successful matches depends on the availability of the information used to match. Therefore always check whether the automatic matches are complete and correct. Manually The following steps must be completed to match debtors and creditors manually: 1. Open the window 'Match debtors - creditors' 2. In the left column select a debtor 3. In the right column select the matching creditor 4. Move the selected debtor and creditor to the lower field by pushing the button 'Add'. Repeat these steps until all matching debtors and creditor are move to the lower field. Note: D-basics saves the matching information. After the initial matching of debtors and creditors, the matching data must only be kept up to date. It is not possible to match debtors and creditors until data is imported from the accounting package.

26 Manual d-basics Match ISO codes Menu items: 'Maintenance', ISO codes, Export files must contain language, currency and country codes that are compliant with the ISO standard. Because it is possible to use different codes in an accounting package, d-basics offers the possibility to match the codes that are used in a ledger (administration) in the accounting package with the appropriate ISO codes. There are two ways to match ISO codes: automatically and manually Automatically Where possible d-basics tries to match codes automatically when information is imported from the accounting package. This process can be initiated manually by pushing the button 'AutoLink'. Manually To manually match the codes that could not be linked automatically, the following steps must be completed: 1. Use the drop-down menu above the left column to select the country to which a non-compliant code must be linked. 2. In the right column (Not linked) select the country code that must be matched with the ISO Country code selected during step 1 3. Move the selected code to the left column by pushing the button 'Add' 4. Push 'OK' or 'Apply' to save the changes. Repeat these steps until all non compliant codes are matched with the proper ISO code.

27 Manage information Match INFO codes Menu items: 'Maintenance', 'Match INFO codes' In some cases INFO codes must be added to export files. These INFO codes are used by the recipients of the data files to categorize invoices or outstanding amounts. Before d-basics can add INFO codes to export files, additional invoice characteristics must be imported from the accounting package. After that, a match must be made between the INFO codes and those extra characteristics. Import INFO fields The information used to categorize invoices or outstanding amounts must be present in a certain field in the database of the accounting package, these fields are called INFO fields. To import the information stored in the INFO fields the advanced settings of the connection between d-basics and the accounting package must be adjusted. For more information see the description of the advanced settings (Tab 2C, INFO codes). Match INFO codes Export files may only contain the INFO codes that are prescribed by the recipient. Therefore the codes used in the accounting package must be matched with the codes prescribed by the recipient. To match these codes the following steps must be completed: 1. Complete the advanced settings required to import INFO fields 2. Import the latest information from the accounting package (required to import the extra information from the INFO fields) 3. Open the window 'Matching INFO codes' 4. Use the drop-down menu above the left column to select an INFO code to which codes imported from the accounting package must be linked 5. In the right column select one or more codes that must be matched with the INFO code selected during the previous step 6. Push the button 'Add' to move the selected codes to the left column. Repeat steps 4 to 6 until all codes (from the accounting package) are matched with the corresponding INFO codes.

28 Reports Chapter V

29 Reports 5 26 Reports Menu items: 'Overviews',... There are reports for each type of information imported by d-basics. These reports contain the financial information imported from the accounting package. A Report can be opened through one of the menu items bellow the menu option 'Overviews' Most of the information shown in reports can be printed of exported to Excel. 5.1 Print reports Most reports offer the possibility to print the information that is displayed (push button 'Print'). The following print options are available: Select printer Select items to print (All or only selected items) Select printing quality Print Landscape or Portrait Print Page numbers Print time and date Number of copies to be printed Select the columns that must be printed After setting the printing options, a print preview can be generated (push button 'Preview').

30 Manual d-basics Export to Excel Most reports offer the possibility to export information to Excel (push button 'Export to Excel'). The following export settings are available: Save or show excel file When information is exported, a new Excel file is created. Use this option to specify whether this file must be opened or saved to disk. Select columns Check the columns from which information must be exported to Excel. Set other options The following settings can be used to adjust the file that will be created: Export all lines or only the selected Copy titles of columns Copy colours of cells Add border to cells

31 Create data files Chapter VI

32 29 6 Manual d-basics Create data files The information extracted from the accounting package can be saved in various file formats and then be sent to external parties automatically. This provides a solution for automatic data exchange with financial service providers or other applications (hereinafter "Recipient"). For each "Recipient" a dedicated export module is added to d-basics which is completely adapted to their specific data transmission requirements. There are export modules for: factoring companies banks credit management and collections e-invoicing Although each export module is unique, they are more or less similar to use. Therefore this chapter describes in general how to use an export module and - in case of specific matters - references to export module specific step by step guides are added. This general description will cover the following topics: Opening the export module Initial configuration of the export module Creating and sending data files Note: Because this is a general description it is possible that settings are mentioned that do not apply to a certain export module. The information that is not applicable should be ignored.

33 Create data files Opening the export module Menu items: Export, <NAME EXPORT MODULE> An export module is used to carry out all the operations related to creating and sending data files. Import information When the export module is opened, it is suggested to extract the latest financial information from the accounting package. Always extract this information if new entries were entered into the accounting package since the last time that information was imported into d-basics. If export files created by the accounting package are used to import information into d-basics, always first create new export files before importing information into d-basics. Notes: d-basics is used to send information to a large number of financial service suppliers or to exchange information with other applications (hereafter both called 'Recipients'). For each "Recipient" a dedicated export module is added to d-basics which is completely adapted to their specific data transmission requirements. Because each "Recipient" has its own requirements, the export module that is activated in d-basics might differ significantly for the example shown above. d-basics contains a large number of export modules but only the modules that are included in the dbasics subscription are activated (by entering the d-basics license key). The other export modules will not visible.

34 Manual d-basics Configuration of the export module An export module must be configured before data files can be created, the following settings might apply: 1. Export directory The export directory is the location where the data files created by d-basics will be saved. The default location is: 'c:\export'. To select a different location, press the 'Browse' button - at the end of the text box and browse to the desired location. Press the 'Open' button - to open the location where the data files are saved. Notes: Data files created by d-basics are saved in the directory mentioned above. If the "Recipient" supports automatically receiving data files, the d-basics program can automatically upload these files once they are created. If this is not possible files must be uploaded from the export directory manually (using the upload facility in the website of the "Recipient"). If data files have to be uploaded for more than one ledger (administration), it is recommended to create a different export directory for each ledger (administration). This to prevent uploading the wrong data files. If the export directory that is entered does not exist, d-basics will try to create it automatically. In case of certain export modules a different location must be selected for each type of export file (e.g. debtors information file, debtor outstanding amounts file...) 2. Information sender and recipient If information is uploaded, the "Recipient" must be able to identify the "Sender". Therefore, each export module offers the possibility to enter information based on which the sender can be identified. Further, certain export modules also offer the possibility to enter information about the "Recipient". This information is not only used for identification, often it is also used for authentication during the upload of data files. SENDER In general at least an administration-, account-, or customer number of the sender is required. The other information that must be entered varies per export module. Make sure that the information that is entered corresponds with the ledger (administration) in the accounting package (from which d-basics extracts information). Export accounts It is possible that information extracted from one administration in the accounting package, must be saved into more than one set of data files (e.g. creating separate data files for each currency in case invoices are created in multiple currencies). In this case an export account must be created for each data file type that must be produced. If - for example - invoices are created in three different currencies, then three export accounts must be created. After creating these export accounts separate sets of data files will be created, each only containing invoices of a single currency. RECIPIENT In the case of certain export modules also information about the "Recipient" must be entered. This information is used to print predefined documents. Usually the default values are already entered or can be selected from a predefined list. If information is missing, enter it as complete and correct as possible. Important: Often connection settings are overwritten if predefined information about the "Recipient" is selected. Predefined information about recipients is updated frequently. Therefore, always install the latest update before applying predefined settings.

35 Create data files Select data files The d-basics software can create the following kind of data files: DEBTORS Debtor information (name, address, place,...) Outstanding amounts (accounts receivable) / New invoices Transactions sales ledger Invoice lines Sales ledger progress report (click here for extra information) CREDITORS Creditor information (name, address, place,...) Outstanding amounts (Accounts payable) Transactions purchase ledger GENERAL LEDGER General ledger accounts information General ledger accounts transactions INVENTORY Inventory transactions Inventory transactions are often recorded in separate (logistic) applications using various inventory valuation methods. As a result it is more complicated to automatically extract inventory information. To provide a solution for those cases where information can not be extracted automatically, d-basics offers the possibility to attach and upload manually created inventory data files. These files can be created using the export functionality of the logistic software in which inventory transactions are recorded (click here for extra information). Select data files The kind of data files that must be created depends on the kind of contract that is closed with the "Recipient". In general only some of the files mentioned above are needed. Each export module is adapted to the needs of the "Recipient" in such way that only the relevant data files can be created. From the available export files, choose those that are requested by the "Recipient". Processing details Certain recipients ask to provide processing details in order to determine which payment transactions have been processed in the accounting package. If these details are requested, the drop-down menu called 'Processing details' is shown and the data source on which these progress details are based should be selected. 4. Options Export modules can offer the following optional settings: Export all debtors / export all creditors Usually only the information of debtors or creditors with outstanding amounts is included in the data files. If the option 'Export all debtors' or 'Export all creditors' is selected the information of all debtors or creditors - including those without outstanding amounts - is added to the data files. Create export files per currency By default all new invoices or outstanding amounts are saved in one data file. If the option 'Create data file per currency' is selected separate export files are created for each currency.

36 33 Manual d-basics Export in foreign currency In addition to the option 'Create data file per currency' the option 'Export in foreign currency' can be selected to create data files with invoices in the foreign currency (instead of the default currency used in the accounting package). Select data file format Certain export module can create data files in more than one format. In this case the file format as agreed upon with the "Recipient" must be selected. 5. FileMerger The file merger can be used to merge data files from multiple ledgers (administrations) before sending them to the "Recipient". To use this option, select the option 'Use file merger' and then press 'Configure' to configure which data files should be merged. The configuration of the file merger is described in the appendix 'File merger'. 6. Connection settings The data files created by d-basics can be sent to the "Recipient" automatically. The following options can be set to arrange how these files are uploaded: Send automatically If this option is selected data files will be sent to the "Recipient" automatically once they are created. If this option is not activated, sending the data files must be initiated manually by pressing the 'Send' button. This option is only available if an automatic upload is supported by the "Recipient". Connection method There are four ways to send data files: automatically using , (S)FTP or a webservice or manually using an upload tool that is part of the website of the "Recipient". Being able to use these methods depends on if they are supported by the "Recipient". Usually a "Recipient" does not support all methods, those that are not supported will be hidden. To configure the connection settings, select the desired connection method and enter the related settings. SETTINGS Sending data files using requires the following settings: o Sending method Select which method (SMTP or Outlook) must be used to send . The recommended method is "Outlook". o Mail server (applies to SMTP only) Enter the name of IP address of the (SMTP) mail server that must be used to send . This is usually the mail server of the Internet service provider, but is is also possible to use a mailserver that is part of the company's computer network. SMTP Authentication If the mail server requires SMTP authentication, select the option 'SMTP authentication' and enter the username and password that must be used to log on to the SMTP server. o address sender Enter the address of the sender. o address Recipient Enter the address to which the data files must be sent.

37 Create data files 34 o address Notification When data files are sent, a notification can be sent to the person or department that is responsible for processing the new data files. To send notification s enter the address to which the notifications must be sent. o Encryption and compression There are two ways to encrypt the data files before sending them to the "Recipient": simple encryption or encryption using an encryption key. The simple encryption can be applied by selecting the option 'Encryption'. To use encryption with an encryption key, select the option 'Encrypt data files' and enter the encryption key provided by the "Recipient" in the text box 'Encryption key'. Besides encryption it is also possible to compress data files before sending. This reduces the size of the data files considerably. Select the option 'Compress export (ZIP)' to apply compression before sending. Notes: Encryption and compression can only be used if the "Recipient" can process files that are treated this way before sending. If this is not the case, these options are not available and will be hidden. The encryption and compression methods that are mentioned can be used combined SETTINGS (S)FTP Uploading data files using (S)FTP requires the following settings: o Host (FTP server) Enter the name or (IP) address of the FTP server to which data files must be uploaded, or - if present - select the proper (IP) address from the list with alternatives. o Port (SFTP) Enter the port that must be used to build an SFTP connection, the default port is 22. o Username and password When sending to an (S)FTP server, a username and password is used to log on. This information is provided by the "Recipient" and must be entered in the related text boxes. o Private key In certain cases a private key is used to encrypt information. This key consists of a Private key file and a Private key password, both are provided by the "Recipient". To use this key select the option "Use private key", enter the location where the "Private key file" is saved (first copy this file to a location on your harddisk) and enter the "Private key password". Notes: Press the button 'Test FTP' to test if d-basics can establish a connection with the FTP server with the settings as they are entered. The password to log on to the FTP server and the Private key password are usually not the same. SETTINGS WEBSERVICE Uploading data files using a webservice requires the following settings: o Host (Webserver) Enter the name or (IP) address of the webserver to which data files must be uploaded, or - if present - select the proper (IP) address from the list with alternatives. o Username and password

38 35 Manual d-basics When sending to a webserver, a username and password is used to log on. This information information is provided by the "Recipient" and must be entered in the related text boxes. o Certificate name In certain cases a certificate is used for encryption and identification of information that is uploaded. This certificate is provided by the "Recipient" and must be installed on the same computer the d-basics software is installed on. After installing the certificate enter the name of the certificate - that must be used during the upload of information - in the text box called 'Certificate name'. Note: Press the button 'Test webservice' to check the webservice settings (d-basics will try to establish a connection with the webservice). UPLOAD INFORMATION MANUALLY If the "Recipient" does not support automatic upload of information, data files must be uploaded manually through the website of the "Recipient". In this case select the upload method 'Website'. The website of the 'Recipient' will be opened automatically after the data files are created. In general a username and password is required to log on, these are provided by the 'Recipient". Proxy server Select the option "Use proxy server" if a proxy server is used to manage internet access. The window "Internet settings" is used to enter the settings that are required to connect to the proxy server, this window can be opened by pressing the button "Proxy settings". Network connection Normally the computer's default connection method is used to connect to internet. To use an alternative method, select the desired connection method using the drop-down menu "Use Network connection". Also see "Network connections" Important: By default the option <NONE> is selected. Do not change this if the default internet connection method must be used. 7. Print settings Certain export modules offer the possibility to print predefined documents that must sent to the "Recipient" after uploading data files. The following print settings can be used to arrange how these documents are printed: Select Pawnage (pledge agreement) If more then one kind of pawnage is available, select the pawnage as agreed upon with the "Recipient". Print automatically Select this option if the document must be printed automatically after creating the export files. Language Select the desired language if documents are available in more than one language. Print appendices Select this option to print the appendices of a document. Per currency

39 Create data files 36 By default one document is printed mentioning the invoices in all different currencies. If this option is selected, a separate document is printed for each currency. Print non financiable invoices Non financiable invoices are those invoices that are excluded using filters. By default only the invoices are printed that are not excluded. Select this option to also print the excluded invoices. Copy to PDF Select this option to save a copy of the printed document in PDF format Sort This option can be used to define in which order invoices / outstanding amounts are printed on a document.. Note: All settings mentioned above are located on the tab "Options". In general an export module has three tabs: "Options", "Summery" and "Log". However, it is possible that an export module contains one or two additional tabs. The most common extra tab is called "Additional Options" and contains settings the exclusively related to the regarding export module. The other extra tab is called "Receive files". This tab offers the possibility to download and process files with feedback information that are created by the "Recipient" after receiving the initially uploaded data files. There is a separate step by step guide for each export module which describes how an export module must be used. If an export module contains an extra tab, using the settings that are located on this tab is described in an appendix of this step by step guide.

40 Manual d-basics Creating and sending data files To create export files, the following steps must be completed: Step 1: Import information When the export module is opened, it is suggested to extract the latest financial information from the accounting package. Always extract this information if new entries were entered into the accounting package since the last time that information was imported into d-basics. Step 2: Select new invoices If the "Recipient" wants to receive data files that contain new invoices, this file should only contain those invoices that were created since the previous successful upload. D-basics keeps record of which invoices have already been uploaded and automatically selects the new invoices. The first and last invoice of the range selected by d-basics are displayed. This selection can be modified by selecting a different first or last invoice. Step 3: Setting filters Filters can be used to exclude information from the data files created by the export module. For more information see paragraph 'Using filters'. Notes: Sometimes information from one ledger (administration) must be saved in separate export files (each containing a certain type of debtors or invoices/outstanding amounts. This can be solved by using Export accounts or by creating a copy of the administration in d-basics and then selecting the proper debtors or invoices/outstanding amounts using filters. Also see "Copy administrations". Filters can be set manually and automatically. If filters are set manually, it should be checked if filters must be applied to any of the new debtors or invoices/outstanding amounts b efore creating and uploading data files Step 4: Enter stock information Certain "Recipients" also want to receive data files with stock information. Because stock information is often recorded in another application than the accounting package it is not always possible to import the stock information directly from the database of the application in which stock transactions are recorded. As an alternative d-basics offers the possibility to define stock categories. Before uploading data files the total of each of these categories must be entered manually and a file containing a specification must be attached. This specification contains the details of the articles (including amount and price) and must be exported manually from application in which stock transactions are recorded. Creating and using stock categories is described in Manually add additional information. Step 5: Create data files After completing the previous steps, data files can be created by pressing the button 'Start'. Before actually creating the export files the following checks are carried out: Are all required parameters set? Required parameters that are missing or not entered correctly are displayed in red. In order to proceed, the correct values must be entered. Are the country, language and currency codes matched to the corresponding ISO codes? If the country, language or currency codes that are used in the accounting package are not compliant with the international ISO standard, these codes must be linked to the matching ISO codes before export files can be created. For more information see paragraph 'Match ISO codes'.

41 Create data files 38 Notes: Each time export files are created, d-basics checks whether all codes that are used in the accounting package are linked to the matching ISO codes. D-basics cannot create export files until all codes are linked with the matching ISO codes. It is possible to schedule import and export actions. For more information see 'Automatic import and export'. Are all mutation types matched? In a Sales ledger progress report transactions that have occurred between two uploads are grouped by mutation types specified by the Recipient. If a Sales ledger progress report is created, all mutation types that are extracted from the accounting package must be matched to the mutation types defined by the 'Recipient'. If a mutation type is detected that is not matched, the window that is used to match mutations is opened automatically (Click here for more information). Data files can only be created after all mutations are matched. Step 6: Send or upload data files The data files created by d-basics can be sent to the recipient automatically or manually Automatic upload The option to automatically send or upload data files is only available if the infrastructure of the recipient is able to receive and process the uploaded data files automatically. If the option 'Send automatically' is selected, files will be uploaded or sent automatically after they haven been created. If the option 'Send automatically' is not activated, the button 'Send' must be pressed to sent or upload the data files created by d-basics. Manual upload Data files must be uploaded manually if the recipient is not able to receive and process the uploaded files automatically. In this case an upload tool that is part of the recipient's website must be used upload data files. During this process the location of the data files created by d-basics must be selected. These files are saved in the export directory as specified when configuring the export module. Note: If an automatic upload fails, it is recommended to first try if the data files can be uploaded manually. If the manual upload also fails, not being able to upload files is probably caused by a temporary problem at the recipient's side. In that case try again later. Step 7: Printing pawnage In addition to the data files sent by d-basics, some recipients want to receive - by regular post - a printed list of the invoices which were sent. This printed list is called a 'Pawnage' or a "Pledge agreement" and must be numbered sequential. D-basics keeps track of the number to use by raising it automatically each time a pawnage is printed. If a pawnage was printed without sending it to the recipient, the number to use must be changed manually the next time a pawnage is printed. Unless specifically asked for by the recipient, it is not necessary to print a pawnage in case of a 'Outstanding amounts' contract. Step 8: summary and Log After creating export files, the proceedings of d-basics can be reviewed: Summary The second tab of the Export module shows a summary of the information that was retrieved from the ledger (administration) in the accounting package.

42 39 Manual d-basics Log The third tab of the Export module shows the export log. The export log gives a summary of the events that took place during the import and export of information. See the appendix 'Events log file' for an explanation of the events mentioned in the export log. Notes: Most of the errors mentioned in the log file can be fixed by changing the information in the ledger (administration) in the accounting package. 'Error- and Truncate events are only registered if the corresponding checkbox is checked. It is recommended only to use this feature for debugging purposes, since it has a negative impact on the performance of d-basics.

43 System settings Chapter VII

44 41 7 Manual d-basics System settings This chapter describes the system settings of d-basics. The following topics are covered: Database management Copy administrations Network connections User management User permissions per administration Default print settings Internet settings Select language Support settings

45 System settings Database management Menu items: 'System', 'Database' D-basics can use either a Microsoft Access or a Microsoft SQL server database. Normally the capacity of the Microsoft Access database is sufficient. Only if a large number of users will be using d-basics simultaneously or a large amount of data must be processed, it is recommended to use a Microsoft SQL server database. To configure the database settings, open the window 'Database'. Settings Access database During the installation of d-basics, the program is automatically set to use an Access database and a system database is automatically created into system directory of d-basics (by default c: \program files\d-basics). After the installation has completed the location where databases must be stored can be changed. Push the browse button and point out a different location. Make sure that the databases used by dbasics are copied to the alternative location before changing the database settings or use the Database Wizard to create a new system database. Settings SQL server If several users use d-basics simultaneously or if a large amount of data must be processed the Access database might cause a performance problem. This problem can be solved by using a SQL server database. This requires the following settings: Select database type SQL Server Enter the name of the database server (**) Enter the username and password that must be used to log on to the database server. A d-basics system database will be created automatically in case no such database is present on the selected SQL server. Notes: The d-basics license does not include a license for SQL SERVER. To migrate from a MS Access database to a MS SQL Server database or visa versa push the button 'Migrate' and select the desired operation The Database Wizard Instead of entering the settings for this database manually, the Database wizard can be used to configure the database step by step (press 'Setup' to start the wizard).

46 Manual d-basics Database Wizard Menu items: 'System', 'Database' The Database Wizard is a tool that helps to configure the d-basics database settings. To configure these settings, the following steps must be completed: Step 1: Welcome screen Push next to proceed. Step 2: Choosing the database type Select the database type that d-basics must use and continue with the next step For most d-basics users the performance of an Access database will be sufficient. Only if several users are going to use d-basics simultaneously it is recommended to use a SQL server database. Step 2a: Settings Access database (In case of the SQL Server database proceed to the next paragraph) Specify the location where the Access database must be created and proceed to the next step.

47 System settings 44 To browse to this location, push the button at the end of the text field. The default location for the d-basics database is 'c:\program files\d-basics\'. It is not recommended to choose a different location unless d-basics is installed on more than one computer in the same computer network. In that case, all computers should use the same (central) database (also see Network installation). When a dbasics database already exists on the specified location, the program will ask whether that database must be replaced. Replacing will destroy all data in the original database. Step 2b: Settings SQL Server database Enter the following settings to configure the connection to the SQL Server: Server Enter the name or IP address of the SQL Server on which the database must be saved User name and password Select the authentication mode and enter logon information if needed. Note: The w ay to authenticate on a SQL server depends on how this server is configured. Ask the domain administrator for further information.

48 45 Manual d-basics Step 3: Create a d-basics database This step only applies to the SQL Server database. Click 'Next' after entering the authentication information. The wizard will now check if a database van be created on the selected MS SQL Server: If no problems are detected, the following step will appear: In this case click 'Next' to create a d-basics database on the selected MS SQL Server. If a d-basics database is already present on the selected MS SQL Server, the following step will appear: In this case click 'Back' to select another MS SQL Server or click 'Cancel' to go back to the window 'Database' and enter the appropriate settings to use the existing database.

49 System settings Copy administrations Menu items: 'System', 'Copy administration' Sometimes the information from one financial ledger (administration) must be divided into two or more export files. In this case the function 'Copy administration' can be used to create a copy of an excising d-basics ledger (administration). This ledger (administration) will have the same settings as the original d-basics ledger (administration). After the ledger (administration) has been copied, it is possible to specify which information must be included into the export files by means of filters. 7.3 Network connections Menu items: 'System', 'Network connections' D-basics can use a dial up connection to connect to computers that are in a different computer network. These connections can be used in two ways: Sending information using In case export files must be send by , a dial-up connection can be used to connect to the mail server of an Internet provider. Extracting information from an accounting package In case the database of an accounting package is situated on a computer that cannot be reached through a computer network, a dial-up connection can be used to establish this connection. The window 'Network connections' shows a list of available network connections. This window also offers the possibility to Add, Change or Delete a network connection. Add Push the button 'Add' to create a new network connection. This opens the window 'Network connection' that can be used to enter the settings of the new network connection. Change To change the settings of a network connection, select a network connection entry and push the button 'Change' Delete To delete a network connection, select a network connection entry and push the button 'Delete'. Note: Extracting information through a dial-up connection is an advanced feature that should only be used in case it is not possible to connect through a 'normal' computer network.

50 Manual d-basics Network connection Menu items: 'System', 'Network connections' Important: D-basics uses the Dial-up networking functionality of Windows to establish dial-up connections. Dialup Networking must be configured properly before a dial-up connection can be made. To create a new network connection, open the window 'Network connections' and push the 'Add' button, this will open the window 'Network connection'. Enter the following information to complete the configuration of the network connection: Name Enter a name for the connection. Since more than one dial-up connection can be used, it is recommended to choose a name by which the 'other end' can easily be identified. Type Since it is only possible to use RAS (Remote Access Service) this setting can be ignored. Auto dial Check this checkbox in case Auto-dial must be enabled. This allows d-basics to connect without acknowledgment. Connection Select the Dial-up Networking connection that d-basics must use to establish a connection. Credentials network In case the dial-up connection is used for sending , the credentials for logging on to a domain should not be entered. To log on to another network / domain: Check the checkbox to the Log-on to the network / domain Enter the server name or IP address of the computer to which a connection must be made Enter the domain name Enter the user name (of a user that is allowed to make a connection using dial-up networking Enter the password Notes: The information needed to log-on to a different domain can be provided by the administrator of that domain. Windows 95, 98 and ME do not support simultaneous log-on's with different user accounts. In case of these operating systems it is required to log-off from a domain before logging on to another through a dial-up connection is possible.

51 System settings User management Menu items: 'System', 'User manager' User management is used to assign permissions to users. To perform user management open the window 'User manager'. This window offers the following possibilities: Manage user groups Permissions within d-basics are assigned to user groups. By adding a user to a user group, this user inherits the permissions assigned to that user group. D-basics offers the following possibilities to manage user groups: Create or change user groups Delete user groups Manage users During the installation of d-basics one default user is created (Administrator with a blank password). User management provides the possibility to create or change and delete additional users Users group Menu items: 'System', 'User management' To create or change a user group, open the window 'Group' (push buttons 'Add' or 'Change' on 'User management' window).

52 49 Manual d-basics To create or change a user group: Enter a name and description. In the right column select the permissions that should be assigned to the user group and move the selected items to the left column At the bottom of the window select the proper permission level (all rights, Add/delete, Add, Write, Read, No permissions) Push 'OK' or 'Apply' to save the settings. Users Menu items: 'System', 'Users' The window 'Users' shows a list of the users created in d-basics. It is possible to Add, Change or Delete users. Add Push the button 'Add' to create a new user. This opens the window 'User' that can be used to enter the settings of a new user. Change To change the settings of a user, select a user entry and push the button 'Change' Delete To delete a user, select a user entry and push the button 'Delete' User Menu items: 'System', 'Users' To create a new user, open the window 'Users' and push the button 'Add'. This will open the window 'User'.

53 System settings 50 To create a new user: Enter a user ID, the user name and a description Enter a password twice (second time for confirmation) Assign the user to the appropriate user group(s) (the user will inherit the user permissions that were assigned to those user groups). Push 'OK' or 'Apply' to save the new user Change password Menu items: 'System', 'Password' The window 'Change password' can be used to change passwords. To change a password, first enter the old password, then enter the new password twice (second time for confirmation). 7.5 Manage user permissions per ledger (administration) Menu items: 'System', 'User rights per administration' The window 'Administrations per user' offers the possibility to specify which users are allowed to open which ledgers (administrations). By default all users are allowed to open all ledgers (administrations). The following steps must be completed deny a user the permission to open an ledger (administration): 1. Use the drop-down menu above the left column to select a user 2. In the left column select the administration that may no longer be opened by the selected user 3. Move the selected administration to the right column by clicking the single arrow remove button. Repeat these steps until the permissions to open an administration are set for all users. Note: It is possible that the drop-down menu is empty. In that case first create users before setting the user permissions to open an administration.

54 Manual d-basics Default print settings Menu items: 'System', 'Print settings' The documents printed by d-basics can by personalized. The window 'Print settings' offers the possibility to set the following items: header text header image footer text Use the various text fields to enter the information that must be added to the documents printed by dbasics.

55 System settings Internet settings Menu items: 'System', 'Internet settings' The window 'Internet settings' is used to enter additional settings regarding the internet connection. Select protocol By default d-basics uses the HTTP protocol to download files. If - as a result of network security settings - the HTTP protocol does not work, d-basics can use the FTP protocol as an alternative. Use Proxy Server If internet access is controlled by a proxy server, user information must be provided to transfer files. In that case check the option 'Use Proxy server' and enter the username and password of a user that has access to Internet. Webservice upload proxy settings For uploading files to a webservice additional settings might be required (depending on the configuration of the computer network). The required information can be provided by the network administrator. 7.8 Select language Menu items: 'System', 'Choose language' It is possible to change the language settings of d-basics. Use the menu options mentioned above to select the desired language.

56 Manual d-basics Support Menu-options: 'Help', 'Support' Support tools are helpful tools that can be used to maintain d-basics. The window 'Support' provides the following support tools: Download updates (also see Installing updates) (Technical) support tools Send files to the d-basics helpdesk Links to support pages on the d-basics website Online support

57 System settings This appendix describes the configuration and use of , the following topics are covered: configuration Receiving and importing Managing contacts Configuring notifications configuration Information can be exchanged between different d-basics users by means of . To exchange information an ' account' has to be created and the ' settings' have to be configured (click link for further information) Manage accounts Menu items: ' ', 'Accounts' accounts are used to enter the settings that must be used to send and retrieve . To create an account open the window 'Mail accounts' (menu options mentioned above) and push the button 'Add'. This opens the following window: Next complete the following settings: Name and Description Enter a name and description for the new account. Internet Connection This setting offers the possibility to select a dial-up connection to establish an internet connection (configure the dial-up connection in Windows first). Don't change this setting if computer is connected to a computer network (LAN) that offers internet access. address Enter the address of the sender (authenticated to send using the SMTP server below, relay!).

58 55 Manual d-basics SMTP server (not required if d-basics will not be used to send ) Enter the name or IP address of the SMTP server that must be used to send . If the specified SMTP server requires authentication als check the option "Use SMTP authorization" and enter a valid username and password. POP3 server (not required if d-basics will not be used to receive ) Enter the name or IP address of the POP3 server that must be used to receive . Further enter the username and password that must be used to log-on to the POP3 server. Note: The configuration of accounts is only necessary if d-basics will be used to receive data files sent by other d-basics users. It is possible to configure several accounts. The window ' settings' is used to select which account should be used to send and receive . Use the buttons 'Modify' and 'Delete' to modify or delete accounts settings Menu opties: ' ', 'Settings' This window is used to select which account must be used to send and receive . To configure this, complete the following steps: Step 1: select account for sending Use the drop-down menu to select the account that must be used to send (create an account first if there are no items in the drop-down menu, see 'Manage accounts'). Step 2: Enter the setting for receiving can be received by either POP3 or Outlook. POP3 In case of POP3 the account that must be used to receive must be selected (create an account first if there are no items in the drop-down menu, see 'Manage accounts').

59 System settings 56 Outlook In case of Outlook the mailbox and folder that will be used to receive s with data files must be selected. Push the button to import the mailboxes and folders from Outlook and select the appropriate folder. Back up Processed s can be saved in a backup directory. Push the and folders from outlook and select the appropriate backup folder. button to import the mailboxes Step 3: selecting locations to save attachments The s received by d-basics contain attachments with data-files. While receiving these attachments will be saved for further processing. The location where attachments will be saved is automatically set, if required an alternative location can be selected (preferably use the default settings). Back up Processed data files can be saved in a backup directory. The location of this backup directory is automatically set, if required an alternative location can be selected (preferably use the default settings) Receive and import Menu items: 'Ram', 'Auto receive and import' To import new s select the menu option 'Auto receive and import' (menu-options mentioned above). After the is imported the following window is opened. New s or s that have not been processed yet are shown in a list. To process an 1. Select the that must be processed by marking the selection box at the beginning of the line 2. Push the button "Start" to process the and save the data into the database of d-basics. Notes: s that are not processed will be presented for processing again the next time this window is opened (If more than one with data-files that belong to the same ledger (administration) are found d-basics RAM only imports the most recent!) For receiving and importing at least one account has to be configured and the settings have to be set.

60 57 Manual d-basics There are different menu options for receiving and importing (processing) mail. This makes it possible to go through the process step by step First data transmission Based on the client number d-basics RAM detects automatically if a new client sends information for the first time. In that case the following notification will appear: To save and process the information delivered by the new client, a ledger (administration) has to be created in d-basics. Click 'Yes' to to automatically create an administration, click 'No' if the data should not be imported. For information about the configuration of ledgers (administrations) see 'Create administrations'.

61 System settings Contacts Certain modules in d-basics can automatically send to predefined recipients in case of a certain event. To be able to use this functionality contacts must be created. This paragraph describes how to manage contacts and how to match contacts and ledgers (administrations) Managing contacts Menu items: 'RAM', 'Contacts' To manage contacts open the window 'Contacts' (menu options mentioned above). This window offers the possibility to add, modify and delete contacts. 1. Add / create a contact To create a new contact push the button 'Add', this will open the following window: Next complete the following settings: Contact information Enter the information as complete as possible Select messages Select which messages this contact should receive (by checking the check boxes). 2. Modify or delete a contact To modify or delete an existing contact select the contact and push the appropriate button ('Modify' or 'Delete').

62 59 Manual d-basics Match contacts and ledgers (administrations) Menu items: 'RAM', 'Couple contacts to administrations' The window 'Link contacts to administrations' offers the possibility to set which user will receive notifications for which ledgers (administrations). To match a contact to a ledger (administration) the following steps must be completed: 1. Select a contact (using the drop-down menu above the left column) 2. In the right column, select the ledgers (administrations) for which the contact has to receive notifications 3. Move the selected ledgers (administrations) to the left column (click 'Add'). 4. Click 'Apply' to save these settings. Repeat these steps for each contact.

63 System settings notification notifications are used to automatically send messages in case of a certain event. A notification can be send in one of the following situations: The reception of new files De outcome of an analysis is not sufficient Data files are not received in time This paragraph describes the configuration and use of the notification functionality Configuring notification To use notification, the following configuration is required: Adding contacts Menu items: 'RAM', 'Contacts' By default notifications are only sent to the default contact of a ledger (using the address that was entered when the ledger was created). If other contacts must also receive notifications, additional contacts must be created (see 'Managing contacts'). Settings per administration Menu items: 'RAM', Configuring notifications' Part of the process of creating a new ledger (administration) is entering the notification settings, also see 'creating administrations'. To change these settings open the window "Administration" (menu options mentioned above) and navigate to the tab " notification". Match contacts and administrations Menu items: 'RAM', 'Coupling contacts to administrations' The window "Link contacts to administrations" can be used to match a number of ledgers (administrations) to a contact in a single action (rather than to set this for each individual administration). Also see 'Matching contacts and ledgers (administrations)' Sending notifications There are two ways to send notifications: manually or automatically. Sending notifications manually Menu items: 'Administration', 'Address' To manually send an notification, open the window "Administration" (menu options mentioned above) and navigate to the tab " notification"

64 61 Manual d-basics Next push the button "Send mail" that corresponds to the message that must be sent. Note: When sending manually only s will be send of the opened administration. If for several administrations s have to be send, for every administration the order to send has to be given separately (open for this the concerning administrations one by one) Sending notifications automatically Sending notifications automatically requires the following configuration: Setting interval and selecting notifications Menu items: 'Administration', 'Address' For each administration the time frame (frequency) can be set within which new data files must be delivered. Based on this time frame d-basics can check whether data files are overdue and can send a if if data files are sent too late. Besides setting the time frame the tab " notification" also allows to select which notifications must be sent (check appropriate check boxes). Configuring scheduler Menu items: 'System', 'Import scheduler' The import scheduler module is used to initiate the proces of sending notifications. The configuration of the scheduler module is described in the appendix 'Automatic import, export and sending' (at point 1 select the option 'RAM server notifications').

65 Appendixes Chapter VIII

66 63 8 Manual d-basics Appendixes This chapter contains the following appendixes: Using the file merger Using filters Sales ledger progress report Events log file Automatic import export and upload Specification ICT file format Manually add additional information Advanced settings connection accounting software

67 Appendixes Using the File Merger Menu items: 'Custom made applications', 'File merger' The file merger is used to merge export files. The following export files can be merged: Export file debtor address information Export file debtor outstanding amounts Export file debtor payments To merge export files the following steps must be completed: Step 1: Select file format The file merger can only merge export files created by a limited amount of export modules. Use the 'Format' drop-down menu to select which kind of export files must be merged. Note: The files that must be merged must all have the same file format as the output file. Step 2: Select files that must be merged Each file that must be merged must be added to the merge list. To add a file to the merge list, push the button, select (browse) the file that must be merged and push the button 'Open' to add the selected file to the merge list. Repeat these steps until all files are added to the merge list. Step 3: Specify location output file Push the button and browse to the location where the output file must be saved. Step 4: Merge files After completing the previous steps, push the button 'Start' to merge the selected export files. The output files will be saved at the locations that where selected during step 3. Note: The file merger does not look at the content of the files that are merged. Therefore it is possible that the output file contains double invoice or debtor numbers

68 Manual d-basics Using filters Filters are used to control which information will be included into the data files created by d-basics. This appendix describes which filters are available and how they should be used. Filters The following filters are available: Debtor filter The information of the debtors selected with this filter will not be included into the export files. Outstanding amounts / new invoices filter The information of the outstanding amounts / new invoices selected with this filter will not be included into the export files (during the rest of this chapter outstanding amounts / new invoices will be called invoices). Using filters To set filters, open the window shown below. This window can be opened by clicking one of the filter buttons in the window of an export module. There are two ways to select the debtors and invoices that must be filtered: manually or automatically. Select manually Complete the following steps to manually select debtors or invoices that should not be included in the data files: 1. In the window of the export module, select the checkbox of those filters that must be applied 2. For each filter that must be applied, open the settings window by clicking the corresponding button 3. In the upper left field select the debtors or invoices that must be excluded 4. Move the selected items to the upper right column by pushing the '>' button Repeat step 1 to 4 until all debtors or invoices that must be excluded from export files are moved to the upper right field.

69 Appendixes 66 Select automatically Automatic filters exclude debtors or invoices automatically based on certain 'characteristics'. Debtors can be excluded based on the following characteristics: Country Debtor number Payment condition A field that was imported from the accounting database specifically for filtering purposes. Invoices can be excluded based on the following characteristics: Selection code Payment condition Invoice number Invoice date in relation to Due date Information imported from an extra database field (Own field) Invoice that are not sent Invoice with an invoice amount larger than zero Invoice date Days expired Outstanding amount Click here for a description of the use of the Country filter Click here for a description of the use of the other automatic filters Filter by country The County filter is used to exclude debtors based on the country where they are registered. To set this filter, open the window 'Credit worthy countries' (button Credit worthy countries in window of debtor filter). Then complete the following steps: 1. In the left column select the countries from which debtors should be excluded 2. Move selected items to the right column by clicking the button 'Remove' 3. After moving all countries that must be excluded push OK to save the settings and close the window (d-basics will show the window 'Select financiable debtors') 4. Click 'Apply filters' (make sure the checkbox of the country filter is checked). This will move the debtors that are registered in the excluded countries to the lower right field

70 67 Manual d-basics Other automatic filters To apply the other automatic filters the following step must be completed: 1. In the window of the Export module select the check boxes of those filters that must be applied 2. For each filter that must be applied, open the settings window by clicking the corresponding button 3. In this window select the automatic filters that must be applied by checking the corresponding check boxes 4. Use the first drop-down menu to select the qualification that the filtered information must match (=, <>, >, >=, <, <=, IN, LIKE) Note: The qualifications IN and LIKE are SQL commands. For information regarding the use of these commands please contact the d-basics helpdesk. 5. Use the last drop-down menu to select the value that must be used to filter information. Important: Filtering based on values stored within an extra field that is particularly imported for filtering purposes is only possible if d-basics is set to import such a field. This is part of the configuration of the connection between d-basics and the accounting package. For more information concerning importing extra data fields see the manual 'Installation and configuration', paragraph 'Advanced settings connection accounting software' (Tab 'Import', Sub tab 'Debtors / Creditors). If this drop-down menu is empty, d-basics could not import the required information. In this case check the settings for importing an extra data field. If this doesn't solve the problem, this option cannot be used. 6. Click 'Apply filters' (make sure the check boxes of the desired filters are checked). This will move the debtors or invoices, which do not match with the filter rules, to the lower right field. Manually adjust selection automatic filters The selections made by automatic filters can be manually overruled. To do this, complete the following steps: 1. In the lower right field select the debtors or invoices that must not be filtered. 2. Move the selected items to the lower left field by clicking the '<' button Information of items moved to the lower left field will be added to the export files.

71 Appendixes Sales ledger progress report A sales ledger progress report contains all transactions (debtor records) that have occurred since the last upload of data files. Settings To create a sales ledger progress report select the option 'Daily progress' - if applicable - select the following options: o Incl. debtors / Outstanding amounts If this option is selected, files contain debtor outstanding amounts and debtor address information are created and uploaded in addition to the sales ledger progress report. o Use currency This setting is used to create sales ledger progress reports that only contain transactions (debtor records) that were booked in a specific currency (transactions in other currencies will not be included). This setting must be used in combination with the option "Create export files per currency" (also see "Configuration of the export module", paragraph "Options"). Match mutation types The sales ledger progress report distinguishes between different kinds of transactions (mutation types). Each kind of mutation type imported from the accounting package must be matched to one of the predefined mutation types in the sales ledger progress report. If possible, mutations type imported from the account package are matched to the predefined mutation types of the sales ledger progress report automatically based on predefined matching rules. If mutation type are detected that can not be matched automatically, the window "Match mutation type ID" is opened. In the column at the right all unmatched mutation type are shown. The following steps must be completed to match te remaining mutation types manually: 1. The drop-down menu "Mutation type Id" in the left upper corner contains a list of all default mutation types. Select the default mutation type that corresponds with one or more of the unmatched mutation types listed in the right column. 2. In the right column select the unmatched mutation type(s) that must be matched to the default mutation type selected during step one 3. Press the button "Add" to move the selected unmatched mutation types to the left column. Repeat these steps until all unmatched mutation type are matched to a default mutation type. Once all mutations types are matched, press "OK" to close the window.

72 69 Manual d-basics Explain differences sales ledger progress report If a sales ledger progress report is created, d-basics checks if the sum of new transactions (debtor records) is equal to the difference between the current and previous total of outstanding amounts. If a difference is detected a message appears that shows the total amount of outstanding amounts extracted from the accounting package and the total of outstanding amounts calculated by d-basics based on the old and new total of outstanding amounts If it is not possible to correct the difference, an explanation must be added to clarify why the difference occurs. To add an explanation, press the button 'Yes' to open the window 'Extra information': The difference must be specified per category, for each category that applies enter the total of transactions (debtor records) that were not detected by d-basics. An - optional - remark can be added in the 'Free text' field. After entering the information - make sure the total difference amount is explained - press 'OK' to save the information. Note: If the button 'Daily progress' is pressed, the window "Daily progress" is opened that shows the details of the transactions (debtors records) that were imported by d-basics.

73 Appendixes Events log file D-basics creates a log file with events that occur during the extraction and export of information. The following events can occur: Value truncated This event occurs when the size of information that is extracted from the database of an accounting package exceeds the space that is reserved for it in the export files, and only the information that exceeds the available space is dropped. Example: '12:51:57 : Value truncated (Field: CompanyName)! (37 -> 32) (VIVAPLANTE Bretagne/Fleurs des 7 Iles -> VIVAPLANTE Bretagne/Fleurs des 7)' The company name in the database of the accounting package is 37 characters long. Since the export file only provides room for 32 characters, the last 5 characters will be dropped. Value dropped This event occurs when the size of information that is extracted from the database of an accounting package exceeds the space that is reserved for it in the export files and all information is dropped because truncating the information would make it useless. Example: 12:51:57 : Value dropped (Field: TelNr)! (24 -> 15) ( ( privé) -> ) The telephone number in the database of the accounting package is 24 characters long. Since the export file only provides room for 15 characters, and a telephone number becomes useless if incomplete, the information will not be included into the export file at all. Mandatory field This event occurs in case required information is not found in the database of the accounting package. Example: 12:51:57 : DebtorRecord is missing mandatory field <languagecode> (Debtor #20525 ) In this example the language code is missing for debtor Note: The recommended way to solve the events mentioned above is changing the information in the accounting package and extract the information again.

74 Manual d-basics Automatic extraction, export and upload D-basics can execute tasks such as extracting financial information, creating and sending export files and sending notifications without user intervention. This appendix describes how to use functionality. I. Installation screen 'Import Scheduler' Menu items: 'System', 'Import scheduler' The window 'Import scheduler' (menu-options mentioned above) is used to create tasks that can be executed automatically: To create such a taks the following steps must be completed: Step 1: Select Export Module Use the drop-down menu to select the export module that must be used when the task is executed. Note: It is not possible to include more than one export module in a task. If multiple export modules must be executed automatically, a separate task must be created for each export module. Step 2: Select ledgers (administrations) Select - from the list of ledgers (administrations) - those ledgers that must be processed automatically. Step 3: Configuration of notification A log file is made when a task is executed. After a task is completed, this log file can be sent to predefined addresses. To define an address, enter the address in the text box ' address' and push the button 'Add'. Note: Sending s once a task is completed is only possible if the required settings are configured. See ' configuration' for more information.

75 Appendixes 72 Step 4: Configure log-options D-basics can log events when a task is executed. Because logging can have a negative effect on the performance of d-basics logging is disabled by default. This setting can be overruled by checking the option 'Manual entry logging options' (Advanced log options). Only do this for debugging purposes and disable logging in case of normal operation. Step 5: Opening Windows Task Manager screen After completing the previous steps press the button 'Schedule as task (direct)'. This will open the Windows Task Manager which must be used to enter the remaining settings. II. Configuring Windows Task Manager Windows Task Manager is a standard feature of Windows that is used to automatically execute tasks. The following steps must be completed schedule the task created by the d-basics import scheduler: Step 1: Enter a name After pressing the button 'Scheduling as task (direct)' a window is opened that asks to enter a name for the task that is going to be created in Windows Task Manager. A name is suggested automatically, it is recommended not to change the suggested name. Click 'OK' to proceed. Step 2: Configuring task After entering the name, a Windows Task window is opened. This window consists of three tabs: Tab 1: Task The first tab is used to specified which task must be executed and which credentials must be used. Task The task that must be executed is entered automatically when the the task is created by the dbasics Import Scheduler module. It is strongly recommended not to change the predefined task. Credentials User credential are required to execute a task when no user is logged on at the moment that a task must be executed. Enter the name and password of a user with sufficient permissions to execute the task.

76 73 Manual d-basics Tab 2: Schedule Use the second tab is to configure when a task must be executed and with which interval. Tab 3: Settings In general the settings on this tab do not apply to d-basics related tasks. Therefore it is recommended not to change the default settings. III. Frequently check log files The log files that are created when a task is executed are saved in the system directory of d-basics and are called 'd-basics_scheduler_xxx.log' (where XXX is a variable). Certain changes in the accounting package can have the effect that user intervention is required to successfully create export files (for example matching an unknown Country code to the corresponding ISO code). This will cause a scheduled task to fail because it is carried out without user interference. Therefore it is recommended to frequently check the log files. The best way to do this is use have them sent by once a task is (see 'Configuring notification').

77 Appendixes Specification ICT file format The Digital Tax Declaration module can import files that contain Intra Community Transaction (ICT) information. This appendix gives a specification of the supported file formats. D-basics can import three kinds of ICT files: TEXT EXCEL XML I. Specification format TEXT files There are four different types of TEXT files: Correction ICT Correction ABC ICT Declaration ICT Declaration ABC ICT A separate file must be made for each different part of the ICT declaration. Each of these files must have the correct file format, further the proper file extension must be used (the rest of the file name is free). Each line in the file must be closed with a Carriage Return (hexadecimal value "0D") followed by a 'line feed' (hexadecimal value "0A"). 1. Correction ICT Extension:.coi Field Position Format Period Inter spaces Country code X(2) Inter spaces Number Inter spaces Sign Amount BE DK DE AT,BE,CY,CZ,DE,DK,E E,EL,ES,FI,FR,GB, HU,IE,IT,LT,LU,LV,MT, PL,PT,SE,SI,SK X(12) X(1) Example: Values Pos (0-1): Year, {00 99} Pos (2-3): Quarter: {01-04} {-,<interspace>}, Explanation: - = Negative, <interspace> = Positive

78 75 Manual d-basics 2. Correction ABC-ICT Extension:.coa Field Position Format Period Inter spaces Country code X(2) Inter spaces Number Inter spaces Sign Amount Values Pos (0-1): Year, {00 99} Pos (2-3): Quarter: {01-04} AT,BE,CY,CZ,DE,DK,E E,EL,ES,FI,FR,GB, HU,IE,IT,LT,LU,LV,MT, PL,PT,SE,SI,SK X(12) X(1) {-,<interspace>}, Explanation: - = Negative, <interspace> = Positive Example: BE DK DE Declaration ICT Extension:.ICT Field Country code 1-2 Position Inter spaces Number Inter spaces Sign Amount Format X(2) Values AT,BE,CY,CZ,DE,DK,E E,EL,ES,FI,FR,GB, HU,IE,IT,LT,LU,LV,MT, PL,PT,SE,SI,SK X(12) X(1) {-,<interspace>}, Explanation: - = Negative, <interspace> = Positive Example: BE DK BE

79 Appendixes 76 4 Declaration ABC-ICT Extension:.ica Field Country code Position 1-2 Inter spaces Number Inter spaces Sign Amount Format X(2) Values AT,BE,CY,CZ,DE,DK,E E,EL,ES,FI,FR,GB, HU,IE,IT,LT,LU,LV,MT, PL,PT,SE,SI,SK X(12) X(1) {-,<interspace>}, Explanation: - = Negative, <interspace> = Positive Example: BE DK BE II. Specification format EXCEL files There are four different types of EXCEL files: Correction ICT Correction ABC ICT Declaration ICT Declaration ABC ICT A separate file must be made for each different part of the ICT declaration. Each of these files must have the correct file format, further the proper file extension must be used (the rest of the file name is free). 1. Correction ICT Extension:.coi.xls Field Position Format Period A 9999 Country code B X(2) Number Amount C D X(12) Example: A B BE DK DE C D Values Pos (0-1): Year, {00 99} Pos (2-3): Quarter: {01-04} AT,BE,CY,CZ,DE,DK,E E,EL,ES,FI,FR,GB, HU,IE,IT,LT,LU,LV,MT, PL,PT,SE,SI,SK

80 77 Manual d-basics 2. Correction ABC-ICT Extension:.coa.xls Field Position Format Period A 9999 Country code B X(2) Number Amount C D X(12) Values Pos (0-1): Year, {00 99} Pos (2-3): Quarter: {01-04} AT,BE,CY,CZ,DE,DK,E E,EL,ES,FI,FR,GB, HU,IE,IT,LT,LU,LV,MT, PL,PT,SE,SI,SK Example: A B BE DK DE C D Declaration ICT Extension:.ICT.xls Field Country code Position Format A X(2) Number Amount B C X(12) Values AT,BE,CY,CZ,DE,DK,E E,EL,ES,FI,FR,GB, HU,IE,IT,LT,LU,LV,MT, PL,PT,SE,SI,SK Example: A BE DK BE B C Declaration ABC-ICT Extension:.ica.xls Field Country code A Position X(2) Format Number Amount B C X(12) Values AT,BE,CY,CZ,DE,DK,E E,EL,ES,FI,FR,GB, HU,IE,IT,LT,LU,LV,MT, PL,PT,SE,SI,SK Example: A BE DK BE B C

81 Appendixes 78 III. Specification format XML files It is possible that an accounting package can create ICT declaration files in the XML format prescribed by the Tax authorities but does not offer the possibility to send that file to the TAX authorities. In that case d-basics can be used to transfer the XML file, provided this file is in the XML format prescribed by the Tax authorities. Please refer to the Tax Authorities for a specification of the XML file format.

82 Manual d-basics Manually add additional information Certain export modules offer the possibility to manually add information in case information requested by the recipient can't be imported from the accounting package automatically. Separate categories must be created for each type of information that must added manually. Once created, these categories are used to enter and update the manually added information each time new data files are created. Create a category To create a category the following steps must be completed: 1. After opening the window 'Additional information' press the button "Add" to open the following window. 2. Use the drop-down menu "Type" to select the information type that matches the type of information that will be added (at this moment only the option Stock is available) 3. Enter a "Code" and "Description" (example: RM and Raw Material) 4. At the option 'Date', select the reporting date (the date the amount is fixed). March 2012) (example: 15th of 5. At "Amount BC" enter the value of this category on the report date (example: ) 6. An attachment can be added that contains a breakdown of the amount entered during the previous step. Press the button to select the proper document. In general this document is an export file created by the software that is used to record stock details (Accounting package, ERP solution etc) and must match the 'd-basics category' it is attached to. The preferred file format for attachments Excel. 7. Select the option "Verified after last import" to indicate that the information that will be uploaded to the recipient is up to date. Repeat these steps until a category has been created for each type of additional information that has to be added manually.