A/R Invoice Import into Data Entry Files - Blytheco Invoice Import into Data Entry Files AR-1017 Overview This Extended Solution to the Accounts Receivable module is an A/R Invoice

A/R Invoice Import into Data Entry Files AR-1017

Overview This Extended Solution to the Accounts Receivable module is an A/R Invoice Import Utility which allows the import of invoice data from ASCII files directly into the Invoice Data Entry files. Once the invoices are imported, all of the usual MAS 90 MAS 200 options are available.

This Extended Solution does not support Invoice Batch Processing in the Accounts Receivable Module.

Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: http://support.sagesoftwareonline.com/mas/extended_solutions/main.cfm Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an email from ‘[email protected]’ telling you that it is ready. The email will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please email [email protected] and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: • Extended Solutions Manuals • Remove Extended Solutions • Unlock Extended Solutions

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• Merge Installation Files • Extended Solutions Setup options

Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Accounts Receivable Setup menu option screen. After the option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the ‘Enable Extended Solution’ box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the ‘Manual’ button next to the ‘Enable Extended Solution’ check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above).

Figure 1

Answer the following prompts:


IMPORT DATA FILE FORMAT: Choose the import data file format. The Appendices at the end of this manual have an explanation of each file format and the special processing considerations for each format. DEFAULT PATH: Enter a default import file path. DEFAULT HEADER FILENAME: Enter the default Header file name. DEFAULT LINE ITEMS FILENAME Enter the default Line Items file name. Not all file formats have a Line Items File. This prompt will not be available under these circumstances. DELETE IMPORT FILE(S) AFTER IMPORTING: Check this box to delete the ASCII file after the import. Leave it blank to retain the file after the import. RENAME IMPORT FILE(S) WITH EXTENSION: If you choose to retain the ASCII file after import, you may rename the file with the extension you enter here. EXCLUDE RENAME EXTENSIONS FROM F2 LOOKUP: If you have chosen to rename the import files after completing the import, you may choose to exclude these files from the <F2> lookup into available import files. Check this box to exclude these files.

For File Format 2 Only MAXIMUM DAYS PAST DUE: Enter the maximum number of days past due an invoice may be and still be considered for an applied credit memo. LINE G/L ACCOUNT: Enter the G/L Account Number to use when creating the ‘/M’ line on the invoice. The import supports only 9 character G/L Account numbers. LINE ITEM DESCRIPTION: Enter the Line Item description to use on the ‘/M’ line. For Format 3 Only POPULATE THE INVOICE COMMENT FIELD WITH: Choose from the drop box to control how the Invoice Comment field is populated. STRIP LITERAL ‘L’ FROM THE IMPORTED INVOICE NO.: Check this box to strip ‘L’ from an Invoice Number when its format is #####L-IN. Extended Solutions Setup will be added to the Accounts Receivable Main Menu as a Setup Option task. Please review your security setup in Role Maintenance and make appropriate changes. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.


Operation Import Utility Usage The Invoice Import Utility may be accessed on the Accounts Receivable Setup Menu. The selection screen (Figure 2) will prompt you for an import file path and header filename.

Figure 2 If you are using a format which requires a line file, you will be prompted for that filename also. You have the option to ‘Scan Only?’ If you check this box, the file will be scanned but no import will take place. A report is produced during the scan phases detailing any physical or logical errors in the import file. You also have the option to ‘Abort Import On Errors.’ If you check this box, then all import processing will cease as soon as the first error occurs. If you do not do a Scan Only and either no errors occur or ‘Abort Import On Errors’ is left blank, then upon the completion of the scanning phases you will be prompted to finish the actual import into the Invoice Data Entry files. Once the import process has been completed, you may edit the invoices if necessary. The Sales Journal may then be printed and updated normally (Figure 3).


Figure 3

RUN DATE: 09/30/96 ABC Company--GEN2 PAGE: 1 SYS DATE: 09/23/96 A/R INVOICE IMPORT UTILITY TIME: 03:51 PM Credit Memo Format Import File Format 2 RECORD IMPORT RECORD / ...NUMBER....REASON FOR REJECTION....................................CUSTOMER NO................. Beginning Phase I.1: Header File Import Processing (ECPA.TST) 0000001 Warning: Credit amount is zero. 01ABF 0000002 Warning: Credit amount is zero. 01AVNET 0000003 Warning: No invoice to apply C/M to. 01BRESLIN 0000004 Warning: No invoice to apply C/M to. 01HILLSB 0000005 Warning: No invoice to apply C/M to. 19999999 0000006 Warning: No invoice to apply C/M to. 1 Total Header Import Records Read: 6 Total Bad Records Found: 0 Total Warning Issued: 6 Total Header Entries Ready: 0 Total Amount: .00 Total Taxable/Non-Taxable: .00 Total Tax & Freight: .00 Ready for next phase... Beginning Phase II.1: Header/Line File Relationships Total Invoices Checked: 0 Total Bad Invoices Found: 0 Total Invoices Ready For Import: 0 Total Amount: .00 Ready for next phase... No Invoices ready for importing. Processing terminated.

Upgrades and CThe installation C

ompatibility D is labeled with the version of the MAS 90 MAS 200 module for which this

ocumentation to the standard operation of MAS 90 MAS 200 have been documented in

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arts of this document may refer to the Specific Purpose Rule. When referenced, the

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cknowledgments re, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are

Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. DOnly changes madethis manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this documen Pdescribed feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These feamay or may not benefit you in your application of MAS 90 MAS 200. A © 2005 Sage Softwaregistered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners.


Appendix A Format 1: Standard Import Format With Header and Line files This format requires two ASCII files: one containing header information and one containing line item information. In the case of a duplicate invoice number, the imported data will be processed as an adjustment to the existing invoice. Fields not being imported will be initialized to blanks or 0, as appropriate, except as noted below. No data conversion will be done during the import process. The import file must contain all the necessary information and be in the proper format for posting. The file formats for the two files are as follows: HEADER FILE Position, Size Field Description 1, 7 Invoice Number 8, 2 Invoice Type 10, 9 Customer Number 19, 30 Sold to Name 49, 6 Invoice Date (YYMMDD) 55, 2 Terms Code 57, 9 Sales Tax Code 66, 4 Salesperson Code 70, 15 Shipping Method 85, 15 Customer P.O. Number 100, 30 Comment 130, 7 Job Number 137, 9 Commission Rate 146, 12 Taxable Sales Amount 158, 12 Non-taxable Sales 170, 12 Freight Amount 182, 12 Sales Tax Amount 194, 12 Cost of Sales 206, 12 Sales Subject to Commission 218, 12 Cost Subject to Commission 230, 12 Commission Amount 242, 12 Retention Automatically Set to ‘N’ Print Invoice? Automatically Set to ‘N’ Adjustment? Automatically Set to ‘N’ Actually Printed? LINE FILE Position, Size Field Description 1, 9 ID - Contains Invoice No + Invoice Type 10, 30 Description 40, 9 G/L Account 49, 1 Obsolete with version 3.3x 50, 1 Commissionable? 51, 13 Amount Note: All of the Invoice lines will be imported as miscellaneous charge lines with a Sales Code of ‘/M’ (automatically assigned by the import).


Appendix B Format 2: Credit Memo Format This format requires a single ASCII SDF file containing a Customer Number and a Credit Memo Amount. If the customer number is not on file, the record is rejected. If the crememo amount is zero, a warning is printed on the audit log, the import record will be skipped and processing will continue (Figure 3). When a valid customer number and non-zero credit memo amount is encountered, the open invoice file (AR4) is searched for the

dit

ldest dated invoice with a non-zero balance which is less than the setup specified number ent. If no such invoice is found, a warning is printed on the audit log, the

s. If an invoice meeting these requirements nd, an applied credit m the invoice data entry files. The credit memo

t will be the amount imported without regard for the amount or balance of the A single ‘/M’ line is a emo using the G/L account and description up. All other fields a they would be during normal Invoice Data Entry.

umber Contents 1 String stomer Number 2 it Memo Amount

ix C

t utility has been cr a comma-delimited ASCII file into cord in the file represents one ‘ticket,’ which

s into one invoice in . Each record in the file has the potential of Code lines. Exact matches on fields such as

mer Number and S xpected, meaning the data file must contain the S 90 MAS 200 valu .

t audit log will be p physical or logical errors in the file, such on-file Sales Code o antity.

each data element is processed:

ata Element Where Imported Customer Number

Address1 ddress2

City State Zip OD

oad Size Sales Code Quantity

oof days delinquimport record is skipped and processing continueis fou emo is created in amouninvoice. dded to the credit mfrom set re defaulted as Field N Type

CuNumeric Cred

AppendFormat 3: Ticket/Form Code An impor eated which will import Accounts Receivable Invoice Data Entry. Each retranslate MAS 90 MAS 200creating an invoice with a maximum of 13 Sales the Custo ales Code are eactual MA e or the record will be rejected An impor roduced detailing any as a not- r invalid qu Below is detailed the file structure and how DCost Code Order Name Ignored Order Ignored* Order A Ignored Order Ignored Order Ignored Order Ignored Order C Ignored LTicket Number Invoice Number**


Unused Ignored Sales Code

ode Unit Price

, a

cord will be rejected if the invoice number is already on file.

***Th 2 times.

FRM Code FRM Price Sales CFRM Taxed Obsolete with version 3.3x Line1 Amount*** Sales Code 2 Quantity Line1 Code Sales Code 2 Line1 Price Sales Code 2 Unit Price Line1 Taxed Obsolete with version 3.3x *Both the Invoice Comment and Customer P/O fields will be assigned the XF_LOAD_SIZEspace, then the ‘Order Address 1’ field. Note: these A/R fields may not be large enough to contain both import items; the data will be truncated to fit. **The Ticket Number will be imported as the Invoice Number. The program will append the literal letter ‘L’ as the last character of the imported value to create the Invoice Number. The re

is sequence, from the Line1 Amount to Line 1 Taxed may be repeated up to 1


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A/R Invoice Import into Data Entry Files - Blytheco Invoice Import into Data Entry Files AR-1017 Overview This Extended Solution to the Accounts Receivable module is an A/R Invoice