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External Posting
for AR & SO
Before the update
process is started the program will review the import database and remove
all records that have already been imported successfully. Any reports
on the import status should be run prior to importing again.
Several fields are
required for the system to be able to import. Other fields are optional
and will be used if they are in the database. For example, the customer
number is mandatory or the invoice cannot be completed. If an invalid
customer number is used the system will not process the record and will
return an error that says "No customer Number" or "Invalid Customer Number".
If a field is included
in the database that is not required, and it is included on the list below,
it will be used instead of system defaults. For example, the item description
is not required. If it is not used in the database it will be automatically
extracted from the item file. The customer terms are not required and
would be extracted from the customer file.
The invoice number
(INVNO) will be generated automatically by the system. If one customer's
records should be divided into several invoices, make sure each of the
records to go on each invoice has a separate number. The system will still
assign new numbers but the old invoice number will determine which records
go on which invoice. If the invoice number field is not used, or left
blank, each customer will receive one invoice.
MANDATORY FIELDS
- CUSTNO
- ARTYPE - if left
blank it will be a regular invoice ITEM
- QTYORD
- QTYSHP
OPTIONAL FIELDS
- INVNO
- GLAREC - GL Sales
linking code - customer & Item records.
- GLASST - GL Asset
linking code - customer & item records.
- PDISC - Customer
record.
- PDAYS - Customer
record.
- PNET - Customer
record.
- TERR - Customer
record.
- TAX - Customer
record.
- REFNO - Payment
reference, blank.
- CHKNO - Payment
reference, blank.
- SHIPVIA - "Delivered"
- FOB - "Origin"
- PONUM - "Verbal"
- ORNUM - "None"
- PTERMS - Customer
record.
- ORDATE - Current
Date.
- SALESMN - Customer
record.
- PRICECODE - Customer
record.
- TAXDIST - Customer
record.
- PAYMENT - Payment
on this invoice 0.00
- INVDTE - Current
date.
- TAXCODE - From
invoice taxrate
- PRICE - Item record.
- DESCRIPTION -
Item record.
To begin the update
select maintenance from the main menu. Each of the records will be updated
if the information is valid. If it is not the record will be appended
with an error message and the data can be changed and imported again.
If the same records are imported from the originating system twice, they
will be imported twice so be sure to be careful on updates.
Reports
The record reports
are available in several fashions from the reports pull down menu. After
the records are imported, they are still available for reporting until
the import process is conducted again.
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