Introduction to Exports in the Sales Ledger

The 'Exports' function provides for the exporting of certain information to tab-delimited text files from where it can be incorporated in word processing programs for mailmerge, in spreadsheets for further statistical analysis or in page make-up programs for incorporation in publicity material or published reports. Alternatively, it can be imported into other Hansa databases or Companies using the 'Automatic' and 'Automatic manual file search' import functions in the System module. Remember that Reports can also be printed to disk, so most of the information that is stored in Hansa is available to other applications via the medium of the text file.

The function is selected using the 'Exports' item on the File menu or by clicking the [Exports] button in the Master Control panel. On selecting the function, the window illustrated below appears. This lists the Exports which can be produced from the Sales Ledger. Double-click the appropriate item in the list. A specification window will then appear, where you can decide the contents of the exported text file. Click [Run] and a 'Save File' dialogue box will appear, where you can name the file and determine where you want it to be saved.

Analytical Cash Flow

The 'Analytical Cash Flow' Export function in the Sales Ledger creates a file containing a forecast of future payments that it is anticipated will be issued and received during a specified period. The forecast will be based on the Due Dates of Purchase and Sales Invoices. You can specify whether the file will contain daily, weekly or monthly predictions. This Export function may therefore be a very useful tool for cash flow forecasting.

Period
Paste Special    Reporting Periods setting, System module
Specify the period to be covered by the export. Please refer to the descriptions below for more details.

Show
Use these options to specify the number of lines that will be included in the export file, as follows:
Daily
The export file will contain separate lines for each day in the report period.

Weekly
The export file will contain separate lines for each week in the report period. The first column should contain week numbers: if it contains zeros, the probable reason is that there is no record in the Weeks setting in the System module, or the record that is there is incomplete. This setting should contain at least one record in which the Country Code is the same as that on the 'Reg' card of the Company Info setting.

Monthly
The export file will contain separate lines for each month in the report period.
Include
Use these options to specify the types of transaction that should be exported.

The first column in the export file will contain the day/week/month identifier. This will be followed by separate columns for each of the Include options that you choose. There will then be columns for incoming and outgoing totals and the balance (incoming - outgoing). Outgoings will be shown as negative.

These options will add columns to the export file containing daily/weekly monthly figures calculated from following:
Sales Invoices
Open (i.e. unpaid) Sales Invoices with Due Dates in the specified period.

Purchase Invoices
Open (i.e. unpaid) Purchase Invoices with Due Dates in the specified period.

Sales Instalments
Open (i.e. unpaid) Sales Invoice instalments with instalment Due Dates in the specified period. Invoices that are payable in instalments will not be exported if you choose the Sales Invoices option above, to avoid double-counting. Invoices are payable in instalments if they have Payment Terms that are connected to records in the Instalments setting.

Purchase Instalments
Open (i.e. unpaid) Purchase Invoice instalments with instalment Due Dates in the specified period. As on the sales side, Purchase Invoices that are payable in instalments will not be exported if you choose the Purchase Invoices option above, to avoid double-counting.

Received Cheques
Cheques whose Status is "Accepted" and with Estimated Cl. Dates in the specified period.

Own Cheques
Own Cheques whose Status is "Issued" and with Effect Dates in the specified period.
Click the [Run] button in the Button Bar to proceed. A dialogue box will open, allowing you to name the export file and specify where it is to be saved. Enter a name for the file, and click [Save] or press the Enter key. The export file will be created and saved. When the export finishes, you can close the 'Export' window using the close box.

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Export functions in the Sales Ledger and Integration modules:

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Customer Statistics

This command exports monthly sales values for each specified Customer for the current financial year.

Specify the Customer number, or a range of numbers.

Customer Turnover History

This function in the Sales Ledger is similar to the 'Customer Statistics' function described immediately above in that it exports monthly sales totals for each specified Customer, compiled from Invoices, POS Invoices and Bar Tabs. Compared to the 'Customer Statistics' function, this function offers a much greater range of selection criteria, and will also export more Customer information (Customer Number, Name, Customer Category, Classification(s) and Salesman).

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
If necessary, enter here the Customer Number of the Customer (or range of Customers) you wish to have included in the export file.

Category
Paste Special    Customer Categories setting, Sales Ledger
If you only want to include Customers belonging to a particular Customer Category in the export file, specify that Category here.

Classification
Paste Special     Contact Classifications setting, CRM module (if installed)
Enter a Classification Code in this field if you want Customers with a certain Classification to be included in the export file. If the field is empty, all Customers, with and without Classification, will be exported. If you enter a number of Classifications separated by commas, only those Customers featuring all the Classifications listed will be exported. If you enter a number of Classifications separated by plus signs (+), all Customers featuring at least one of the Classifications listed will be exported. If you enter a Classification preceded by an exclamation mark (!), all Customers featuring any Classification except the one listed will be exported.

For example:
1,2
Exports Customers with Classifications 1 and 2 (including Customers with Classifications 1, 2 and 3).

1+2
Exports Customers with Classifications 1 or 2.

!2
Exports all Customers except those with Classification 2.

1,!2
Exports Customers with Classification 1 but excludes those with Classification 2 (i.e. Customers with Classifications 1 and 2 are not exported). Note the comma before the exclamation mark in this example.

!1,!2
Exports all Customers except those with Classification 1 or 2 or both. Again, note the comma.

!(1,2)
Exports all Customers except those with Classifications 1 and 2 (Customers with Classifications 1, 2 and 3 will not be exported).

!1+2
Exports Customers without Classification 1 and those with Classification 2 (Customers with Classifications 1 and 2 will be exported).

(1,2)+(3,4)
Exports Customers with Classifications 1 and 2, and those with Classifications 3 and 4.

1*
Exports Customers with Classifications beginning with 1 (e.g. 1, 10, 100).

1*,!1
Exports Customers with Classifications beginning with 1 but not 1 itself.

*1
Exports Customers with Classifications ending with 1 (e.g. 1, 01, 001).

1*,*1
Exports Customers with Classifications beginning and ending with 1.
Salesman (from Customer)
Paste Special    Person register, System module
If you only need Customers with a particular Salesman to be included in the export file, enter that Salesman's Signature here.

From Date, To Date
Paste Special    Choose date
Use these fields to specify the start and end dates for the export. The defaults will be taken from the first row of the Reporting Periods setting.

The export file will contain a separate column for each month in the period specified here, containing monthly sales totals for each Customer. So, only the month and year in the start and end dates will be used when determining the period: the day will be ignored. For example, if you enter a period of 31 August:1 September, the export file will contain figures for the whole of August and the whole of September.

Values
Use these options to specify whether the monthly sales figures in the export file should include or exclude VAT.
Click the [Run] button in the Button Bar to proceed. A dialogue box will open, allowing you to name the export file and specify where it is to be saved. Enter a name for the file, and click [Save] or press the Enter key. The export file will be created and saved. When the export finishes, you can close the 'Export' window using the close box.

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Export functions in the Sales Ledger and Integration modules:

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Customer/Item Statistics

This export can be used for statistical analysis in an external software application. Enter a combination of Customer and Item numbers, and specify a time period. The result is a tab-separated file with three columns per month for each Customer/Item combination. These columns are quantity sold, value and gross profit.

Direct Debit to Hansabank

This function in the Sales Ledger is used in Estonia to export Invoices in a format required by Hansabank. Please refer to your local HansaWorld representative for more details.

Period
Paste Special    Reporting Periods setting, System module
Enter a start and end date for the report. Invoices from the period specified here will be included in the export file.

Invoices
Range Reporting    Numeric
Enter an Invoice Number or a range of Numbers separated by a colon (:) here if you would like specific Invoices to be included in the export file.

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
Enter a Customer Number or a range of Numbers separated by a colon (:) here if you would like Invoices issued to particular Customers to be included in the export file.

Pay Term
Paste Special    Payment Terms setting, Sales/Purchase Ledger
Use this field to restrict the export to Invoices with a particular Payment Term.
Click the [Run] button in the Button Bar to proceed. A dialogue box will open, allowing you to name the export file and specify where it is to be saved. Enter a name for the file, and click [Save] or press the Enter key. The export file will be created and saved. When the export finishes, you can close the 'Export' window using the close box.

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Export functions in the Sales Ledger and Integration modules:

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Intrastat Invoices

This function can be used to export information from Invoices issued to Customers in the Within EU Zone to satisfy Intrastat reporting requirements. Please refer to the description of the Intrastat S/L document. If you will be using this function, make sure you have recorded your Company Name, VAT Number and Commercial Registration Number in the Company Info setting in the System module.

Intrastat Invoices (UK)

Use this function to export Intrastat information in the format required by HM Revenue and Customs (HMRC) in the UK (CSV02).

If you will be using this function, you should carry out the following configuration work to ensure the correct information is included in the export files:

  1. In the Company Info setting, make sure you have recorded your Company Name, VAT Number and Commercial Registration Number. You can include non-numeric characters such as spaces and a "GB" prefix in the VAT Number, as these will be removed automatically by the export process. The Commercial Registration Number should be a three-digit branch identifier, only required if you will be submitting Intrastat returns from different branches using the same VAT Number.

  2. In the Contact records for each Customer:

    1. Enter the country where the Customer is located in the Country field In the case of domestic Customers (i.e. Customers in the UK), enter "GB" (do not leave the field empty) to ensure their transactions will not be exported. If a Customer has a separate Delivery Address (on the 'Delivery' card), specify a Country there as well (again, enter "GB" for addresses in the UK). HMRC requires you to use two-character ISO Country Codes: you can find a list in their Notice 60 document, available from https://www.uktradeinfo.com/Intrastat/IntrastatServices/Pages/Notice60.aspx.

    2. Enter Sales Del. Terms for each Customer. You can find a list of Delivery Terms acceptable to HMRC in their Notice 60 document.

    3. Ensure each Customer is in the correct Zone.

  3. In the Item register:

    1. HMRC requires you to classify goods using commodity codes listed in the Intrastat Classification Nomenclature (ICN), available at https://www.uktradeinfo.com/TradeTools/ICN/Pages/ICNhome.aspx, with further help available in HMRC's Notice 600, "Classifying your Imports and Exports". In each Item record, enter the ICN commodity code in the Commodity Code field on the 'Recipe' card: Items without Commodity Codes will not be exported.

    2. Ensure each Item has a Weight (in kg).

  4. In the Delivery Addresses setting in the Sales Orders module, ensure you have specified a Country in each record.

Period
Paste Special    Reporting Periods setting, System module
Specify the export period. Invoices with Transaction Dates that fall within the period specified here will be included in the export file (providing they satisfy the criteria listed under "Invoice No." below).

The period must consist of a calendar month, or a number of calendar months, otherwise no Invoices will be exported.

Invoice No.
Range Reporting    Numeric
If necessary, enter here the Number of an Invoice that you wish to have included in the export file. You can also enter a range of Numbers separated by a colon (:).

For an Invoice to be exported, it must meet the following conditions:

  • If the Invoice has a Delivery Address on the 'Del. Address' card (i.e. if the second line of the Delivery Address is not blank), the Country on the Del. Address' card must not be "GB".

  • If the Invoice does not have a Delivery Address, the Country on the 'Inv. Address' card must not be "GB".

  • The Invoice must be from the Inside EU or Inside EU (Post VAT) Zones.
Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
Specify a Customer here if you only need to export Invoices issued to that Customer. You can also enter a range of Customers separated by a colon (:).
Click the [Run] button in the Button Bar to proceed. A dialogue box will open, allowing you to name the export file and specify where it is to be saved. Enter a name for the file and click [Save] or press the Enter key. The export file will be created and saved. When the export finishes, you can close the 'Export' window using the close box.

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Export functions in the Sales Ledger and Integration modules:

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Invoice Rows

This will export the Invoice rows for a selection of Invoices. The rows will be exported in a simple table format, with one row per Invoice row. The data can be imported into other applications, spreadsheets, database programs or statistical analysis programs.

Invoices

This export produces a tab separated file containing Invoice Number, Customer, Object, net value, VAT amount and total amount for each Invoice in the selection.

The export can be limited by specifying a period, Invoice Number (or range of Invoice Numbers, Customer and/or Object.

Use the Backup Comment to describe the back-up file (up to 40 characters are permitted). This description will be shown in the list of importable files shown by the 'Automatic' import function in the System module.

Invoices for Factoring

This export allows a special export of Invoice details to be sent to a factoring company for payment. Each factoring company requires the export file to have a particular format: this is chosen in the Factoring File setting. Please refer to your Hansa representative for full details.

Invoices for Factoring - Danish Banks

This page contains some guidance about where to enter information in order for it to be included correctly in Invoices for Factoring export files when they are produced using the following Factoring Banks: NORD finans (DK).

NORD finans (DK)

Configuration
  1. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  2. In the Contact records for each Customer:

    1. Specify the Customer's VAT Registration Number.

    2. Enter the address using the first three Address fields. The third field should contain the four-digit postal code (in "XXXX" format) and the town, separated by a space. The address will be copied to each Invoice and exported from there.

    3. Ensure the country and telephone number are correct.

    4. The maximum number of characters that you can use in Customer Numbers is six.

    5. Enter the Customer's bank account number in the Bank Account field.

    6. Mark the No Factoring box for any Customer whose Invoices are not to be exported.

  3. You should also choose "NORD finans (DK)" as the Bank on the 'OCR' card of the Bank Transfer setting in the Purchase Ledger. This will ensure the KID Codes in the export files will be in the correct format.
Invoices
  1. The maximum number of digits that you can use in Invoice Numbers is six.

  2. If you specify a Cust. Ord. No. in an Invoice, it will be included in the export file.
Exporting
  1. You should only export Invoices that you issued in local Currency (i.e. DKK).
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Export functions in the Sales Ledger and Integration modules:

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Invoices for Factoring - Finnish Banks

This page contains some guidance about where to enter information in order for it to be included correctly in Invoices for Factoring export files when they are produced using the following Factoring Banks: Finvoice (FIN), Handelsbanken (FIN), Nordea (FIN), Osuus Pankki (FIN) and Sampo (FIN).

Finvoice (FIN)

Configuration
  1. In the Banks setting in the Purchase Ledger, create a record for your Factoring Bank and enter the following information:

    1. Name.

    2. Address, using the first, second and third Address fields (street in the first field, town in the second field and past code in the third).

    3. VAT Reg. No. (will be exported in the <FactoringPartyIdentifier> tag).

    4. Factoring Type Code (will be exported in the <FactoringTypeCode> tag).

    5. In the Contact Code field, use 'Paste Special' to choose a Contact record in which you have specified an ANA Code (on the 'Terms' card). This should be the Bank's organisation unit (OVT-tunnus) and will be exported in the <eb:PartyId> tag for the Receiver (inside the <eb:To> tag).

  2. Again in the Banks setting, create a record for your own Bank. Specify the BIC (SWIFT) and the Account (IBAN).

  3. In the Company Info setting:

    1. Ensure the Company Name, telephone and fax numbers, email address and www address are correct.

    2. Enter your company's address in the first two Address fields (street in the first field, post code and town in the second field) and the Country field. The Country must use the two-character ISO 3166 format (i.e. "FI"), and should be connected to a record in the Countries setting that will supply the Country Name. Any text in the third Address field will be exported in the <SellerPostOfficeBoxIdentifier> tag.

    3. Enter your company Registration Number in the Reg. No. field.

    4. Enter your Company VAT Registration Number in the VAT Reg. No. field.

    5. Enter your company's organisation unit (OVT-tunnus) in the ANA Code field. This will be exported in the <SellerOrganisationUnitNumber> tag.

    6. In the Bank Code field, choose the Bank from step 2 using 'Paste Special',

    7. If you enter the town where your company is located in the Home Community field, it will be exported in the <SellerHomeTownName> tag.

  4. In the Factoring Export setting:

    1. Ensure the Contract Number is correct and that the field isn't blank.

    2. In the Bank field, choose the Factoring Bank from step 1 using 'Paste Special'.

    3. In the Factoring Text field, choose a Standard Text record using 'Paste Special'. The Text in this record will be exported in the <FactoringFreeText> tag.

  5. In the Contact records for each Customer:

    1. Specify the Customer's VAT Registration Number. This will be copied to each Invoice and exported from there.

    2. Enter the Customer's Company Registration Number in the Reg. No. 1 field. If specified, this will be exported in the <BuyerOrganisationTaxCode> tag. If not, the Customer's VAT Registration Number will be exported in the same tag.

    3. Enter the address using the second and third Invoice Address fields (street in the second field, post code and town in the third field) and the Country field (Country must use the two-character ISO 3166 format and should be connected to a record in the Countries setting that will supply the Country Name). Any text in the first Invoice Address field will be exported in the <BuyerSiteCode> tag, while text in the fourth field will be exported in the <BuyerPostOfficeBoxIdentifier> tag. In all cases, this information will be copied to each Invoice and exported from there.

    4. Enter the Customer's organisation unit (OVT-tunnus) in the ANA Code field (on the 'Terms' card). This will be exported in the <BuyerOrganisationUnitNumber> tag.

    5. Ensure the telephone number and email address are correct.

    6. If a Customer is a private individual, set the Type to "Person" (on the 'Company' card).

    7. Mark the No Factoring box for any Customer whose Invoices are not to be exported.

  6. The Finvoice Settings setting in the Sales Ledger is only available if the VAT Law in the Company Info setting is set to "Finnish". In this setting:

    1. If you outsource your invoicing to an accounting bureau, the BIC (SWIFT) of the bank of the accounting bureau should appear in the <eb:PartyId> tag for the Intermediator (inside the <eb:From> tag), instead of the BIC (SWIFT) from your own bank (step 2). Enter the BIC (SWIFT) of the bank of the accounting bureau in the Intermediator field.

    2. If you issue an Invoice to a private individual, the export file should contain an <EpiPaymentInstructionId> tag for that Invoice, containing text that you have agreed with your bank. Enter this text in the Beneficiary ID field: it will be included in the export file if the Type in the Contact record for a Customer is "Person" (step 5f above).

    3. Choose the version of Finvoice supported by the Factoring Bank.
Invoices
  1. If you enter an Our Reference in an Invoice, it will be included in the export file (in the <SellerContactPersonName> and <SellerReferenceIdentifier> tags). The Our Reference field will take its default from the Person record of the user who creates an Invoice.

  2. If you enter a Contact Person in the Attention field in an Invoice, it will be included in the export file (in the <BuyerContactPersonName> tag).

  3. If you specify a Cust. Ord. No. in an Invoice, it will be included in the export file in the <OrderIdentifier> tag. If there is no Cust. Ord. No. but there is an Order No. (i.e. the Invoice was created from a Sales Order or a Delivery), this will be exported instead.
Exporting
  1. If you do not specify a Currency in the specification window, Invoices in EUR will be exported (only).

Handelsbanken (FIN), Nordea (FIN), Osuus Pankki (FIN), Sampo (FIN)

Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name is correct.

    2. Enter your Company Registration Number in the Reg. No. field.

  2. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  3. In the Contact records for each Customer:

    1. Specify the Customer's VAT Registration Number (non-numeric characters will be removed by the export process).

    2. If the Customer is one to whom you will send E-Invoices (i.e. if the All Customers option is selected on the 'E-Invoices' card in the Electronic Invoices Settings setting in the System module, or the Customer has a record in the Electronic Invoices Customers Data setting in the Sales Ledger), enter the address using the second and third Invoice Address fields (street in the second field, post code and town in the third field). Otherwise, enter the address using the first and second Invoice Address fields.

    3. Ensure the country and telephone and fax numbers are correct. For Nordea (FIN) and Handelsbanken (FIN) only, the country should be connected to a record in the Countries setting that will supply the Country Name.

    4. Customer Numbers should contain a maximum of six characters (Handelsbanken and Nordea) or ten characters (Osuus Pankki and Sampo).

    5. Mark the No Factoring box for any Customer whose Invoices are not to be exported.
Invoices
  1. The maximum number of digits that you can use in Invoice Numbers is ten.

  2. If you enter a Contact Person in the Attention field in an Invoice, it will be included in the export file.
Exporting
  1. If you do not specify a Currency in the specification window, Invoices in EUR will be exported (only).

  2. In addition to the main export file for the Factoring Bank, a second text file summarising the content of the main file will be saved in the folder containing your Standard ERP application.
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Export functions in the Sales Ledger and Integration modules:

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Invoices for Factoring - Norwegian Banks

This page contains some guidance about where to enter information in order for it to be included correctly in Invoices for Factoring export files when they are produced using the following Factoring Banks: Bedriftsfinans, eCredit, Factoring Finans (NOR), Gjensidige Bank (NOR), Kredittstyring, NORD finans, Nordea Finans and SG Finans (NOR).

Bedriftsfinans

Configuration
  1. In the Contact records for each Customer:

    1. Specify the Customer's VAT Registration Number.

    2. Enter the address using the first three Address fields. The third field should contain the four-digit postal code (in "XXXX" format) and the town, separated by a space.

    3. Ensure the address, country and telephone number are correct.

    4. The maximum number of characters that you can use in Customer Numbers is eleven.
Invoices
  1. The maximum number of digits that you can use in Invoice Numbers is eleven.

  2. Credit Notes should be allocated to previous Invoices, so it is recommended that you use the Do not allow Credit Invoices without No. option in the Account Usage S/L setting.

eCredit

Configuration
  1. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  2. In the Contact records for each Customer:

    1. Specify the Customer's VAT Registration Number.

    2. Enter the address using the first three Address fields. The third field should contain the four-digit postal code (in "XXXX" format) and the town, separated by a space.

    3. Ensure the country and telephone and fax numbers are correct.

    4. The maximum number of characters that you can use in Customer Numbers is ten.

  3. You should also choose "eCredit" as the Bank on the 'OCR' card of the Bank Transfer setting in the Purchase Ledger. This will ensure the KID Codes in the export files will be in the correct format.
Invoices
  1. If you enter an Our Reference in an Invoice, it will be included in the export file. The Our Reference field will take its default from the Person record of the user who creates an Invoice.

Factoring Finans (NOR), Gjensidige Bank (NOR), Kredittstyring, NORD finans, SG Finans (NOR)

Configuration
  1. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  2. In the Contact records for each Customer:

    1. Specify the Customer's VAT Registration Number.

    2. Enter the address using the first three Address fields. The third field should contain the four-digit postal code (in "XXXX" format) and the town, separated by a space. Usually the first and third fields will be exported (Factoring Finans (NOR) will export all three lines). In the case of NORD finans, the address will be exported from the Invoice instead of the Contact record.

    3. Ensure the country and telephone number are correct. For Gjensidige Bank (NOR) and SG Finans (NOR) only, the country should be connected to a record in the Countries setting that will supply the Country Name.

    4. The maximum number of characters that you can use in Customer Numbers is six (NORD finans), seven (Factoring Finans), eight (Kredittstyring) or nine (Gjensidige Bank, SG Finans).

    5. Enter the Customer's bank account number in the Bank Account field (NORD finans only).

    6. Mark the No Factoring box for any Customer whose Invoices are not to be exported.

  3. If the Factoring Bank is NORD finans, then you should also choose "NORD finans" as the Bank on the 'OCR' card of the Bank Transfer setting in the Purchase Ledger. This will ensure the KID Codes in the export files will be in the correct format.
Invoices
  1. The maximum number of digits that you can use in Invoice Numbers is six (NORD finans), seven (Factoring Finans), eight (Gjensidige Bank, SG Finans) or twelve (Kredittstyring).

  2. If you specify a Cust. Ord. No. in an Invoice, it will be included in the export file.
Exporting
  1. If the Factoring Bank is Factoring Finans (NOR), you should not include Invoices that you issued in different Currencies in the same export file.

  2. If the Factoring Bank is NORD finans, you should only export Invoices that you issued in local Currency (i.e. NOK).

Nordea Finans

Configuration
  1. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  2. In the Contact records for each Customer:

    1. Customer Numbers should contain a maximum of seven characters.

    2. Mark the No Factoring box for any Customer whose Invoices are not to be exported.
Invoices
  1. The maximum number of digits that you can use in Invoice Numbers is seven.
Exporting
  1. If you do not specify a Currency in the specification window, Invoices in NOK and Invoices with no Currency specified will be exported (only).

  2. Use the Type options to specify whether the export file should contain Invoices or Credit Notes.
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Export functions in the Sales Ledger and Integration modules:

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Invoices for Factoring - Swedish Banks

This page contains some guidance about where to enter information in order for it to be included correctly in Invoices for Factoring export files when they are produced using the following Factoring Banks: Faktab Finans, Handelsbanken (SWE), Intrum Justicia, Nordea (SWE) and SEB.

Faktab Finans

Configuration
  1. In the Company Info setting, ensure the Company Name is correct.

  2. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  3. In the Contact records for each Customer:

    1. Specify the Customer's VAT Registration Number. This will be copied to each Invoice and exported from there.

    2. Ensure the address and telephone number are correct. These will be copied to each Invoice and exported from there. For the address, use the first two Address fields. The second field should contain the postal code and the town, separated by a space.
Invoices
  1. Invoice Numbers should contain a maximum of ten characters.

  2. If you enter a Contact Person in the Attention field in an Invoice, it will be included in the export file.

  3. If you enter a Delivery Address in an Invoice, it will be included in the export file.
Exporting
  1. You should not include Invoices that you issued in different Currencies in the same export file.

Handelsbanken (SWE)

Configuration
  1. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  2. In the Contact records for each Customer:

    1. Enter the Customer's Company Registration Number in the Reg. No. 1 field.

    2. Enter the address using the first two Address fields. The second field should contain the five-digit postal code (in "XXX XX" format) and the town, separated by a space.

    3. Ensure the country and telephone number are correct.

    4. The maximum number of characters that you can use in Customer Numbers is thirteen.

Invoices
  1. The maximum number of digits that you can use in Invoice Numbers is ten.

  2. If you enter an Our Reference in an Invoice, it will be included in the export file. The Our Reference field will take its default from the Person record of the user who creates an Invoice.

  3. If you specify a Cust. Ord. No. in an Invoice, it will be included in the export file.
Exporting
  1. You should only export Invoices that you issued in local Currency (i.e. SEK).

Intrum Justicia

Configuration
  1. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  2. In the Contact records for each Customer:

    1. Specify the Customer's VAT Registration Number.

    2. Enter the address using the first and third Address fields. The third field should contain the five-digit postal code (in "XXXXX" format) and the town, separated by a space.

    3. Ensure the address, country and telephone and fax numbers are correct.

    4. The maximum number of characters that you can use in Customer Numbers is twelve.
Invoices
  1. The maximum number of digits that you can use in Invoice Numbers is ten.
Exporting
  1. You should only export Invoices that you issued in local Currency (i.e. SEK).

Nordea (SWE)

Configuration
  1. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  2. In the Contact records for each Customer:

    1. Specify the Customer's VAT Registration Number.

    2. Enter the address using the first two Address fields. The second field should contain the five-digit postal code (in "XXXXX" format) and the town, separated by a space.

    3. The maximum number of characters that you can use in Customer Numbers is ten.
Invoices
  1. The maximum number of digits that you can use in Invoice Numbers is seven.
Exporting
  1. Use the Windows mode option in the specification window to choose the character set to be used in the export file. If you select this option, the character set will be the one specified in the Local Machine setting in the User Settings module. If you do not select this option, CP437 will be used.

SEB

Configuration
  1. In the Company Info setting:

    1. Ensure the Company Name and telephone number are correct.

    2. Enter your Company Registration Number in the Reg. No. field.

  2. In the Factoring Export setting, ensure the Contract Number is correct and that the field isn't blank.

  3. In the Contact records for each Customer, enter the Customer's Company Registration Number in the Reg. No. 1 field.
Exporting
  1. If you do not enter a Currency in the specification window, only Invoices without a Currency will be exported.
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Export functions in the Sales Ledger and Integration modules:

Go back to:

Item Statistics

Use this to export statistics about the various Items in your business. The result is a file with 12 + 12 monthly summaries for a specified financial year. The first group of 12 contains quantities, and the second group of 12 contains sales values. Select a single Item or a range of Items, with the first and last Item separated by a colon.

Item Turnover History

This function exports monthly sales totals (either quantities or values) for the Items in the selection in a specified year.

Leave all the fields blank if the report is to cover all the Items in the Item register. Otherwise, use the fields as described below.
Start Date
Paste Special    Current Date
The export file will contain a separate turnover figure for each month in the year beginning with the date specified here. This date should be the first day of a month.

Items
Paste Special    Item register
Range Reporting    Alpha
Use this field to limit the export to a single Item, or range of Items.

Item Group
Paste Special    Item Group register, Sales Ledger
To limit the export to a single Item Group, enter an Item Group Code here.

If both an Item Group and a range of Items are specified, the report will cover only those Items in the range which are members of the specified Item Group.

Values
Choose whether you want to export figures showing quantity sold per month or turnover per month for each Item.

Items to Fiscal Printer Fi550

A fiscal printer is a device that prints receipts from point-of-sale and cash transactions, as well as recording those transactions in an internal memory. This information can later be read by tax authorities to ensure that a shop's sales have been registered and reported correctly. In countries where fiscal printers are used, they should be attached to every cash machine and till in a point-of-sale environment.

The Galeb FP-550 is a fiscal printer that is used in Serbia. It is not possible for a POS application such as Standard ERP to communicate directly with FP-550 fiscal printers. Intermediary software known as "Fi-550" is required. Fi-550 can only be used on cash machines and tills that run on Windows.

All files sent from Standard ERP (i.e. Invoices, Item information and instructions for the printer) will be saved in a specified directory on a cash machine or till. Running in the background, the Fi-550 application will pick up each file when it is saved and sent it to the FP-550 printer.

Before recording sales on an FP-550 fiscal printer, you must ensure that details of each Item that you sell (Item Number, Description, VAT Code and Price Including VAT) are stored in the FP-550's memory. If an Invoice contains an Item that is not in the FP-550's memory, that Item will not be printed on the receipt. Use this export function to create the file containing the relevant details of each Item.

To configure Standard ERP to work with FP-550 fiscal printers, follow these steps:

  1. Connect Galeb FP-550 fiscal printers to each client machine (i.e. each cash machine or till) as necessary.

  2. On each cash machine or till, create a directory named "Fi550" (e.g. C:\Fi550). Inside this directory, create two directories named "Print" (e.g. C:\Fi550\Print) and "Log" (e.g. C:\Fi550\Log).

    All files sent from Standard ERP (i.e. Invoices, Item information and instructions for the printer) will be saved in the "Print" directory. The Fi-550 application will send the files in that directory to the FP-550 printer, and it will then save the printer's responses in the "Log" directory.

  3. In Standard ERP and working on any desktop client machine, change to the Technics module and open the Local Machine Serial Port Devices setting. Enter a separate record for each cash machine or till as follows:
    Code
    Free of choice.

    Local Machine
    The Local Machine Code of the cash machine or till.

    Device Class
    Fiscal Printer.

    Device Model
    Choose "Fiscal Printer Fi-550 (Serbia)" using 'Paste Special'.

    Port
    Enter the path of the Fi550 directory from step 2 (e.g. C:\Fi550\, with separator as the final character).

    Codepage
    Windows codepage 1250 (Central Europe).

  4. Prices in Sales Ledger and POS Invoices printed by fiscal printers should include VAT. You should therefore use the Base Prices include VAT option in the Account Usage S/L setting. As described in step 6 below, the memory of the FP550 printer should contain the prices of each Item you sell. These prices should include VAT. You will use the 'Items to Fiscal Printer Fi550' Export function send your prices to the printer: this function will send the Base Price of each Item. The Base Price of each Item should therefore include VAT. If you have any Customers whose Invoices will not be printed by fiscal printers (e.g. wholesale Customers), assign them Price Lists that exclude VAT.

  5. Working in turn on each cash machine and till with live connections to the server, open the Local Machine setting in the User Settings module. Ensure the Code field in the header contains the correct Local Machine Code. Every cash machine and till connected to an FP-550 printer must have its own Local Machine Code.

  6. If the Local Machine Code field was previously empty, you should quit Standard ERP and restart.

  7. For cash machines and tills with live-sync connections to the server, you should not carry out this step on the cash machines and tills themselves. Instead, working on a desktop client, open the Local Settings setting in the Technics module, and enter separate records for each cash machine and till.

  8. Details of each Item that you sell should be stored in the FP-550's memory. If an Invoice contains an Item that is not in the FP-550's memory, that Item will not be printed.

    To send the details of each Item that you sell to the FP-550, run the 'Items to Fiscal Printer Fi550' Export function in the Sales Ledger on each cash machine and till.

    Items
    Paste Special    Item register
    Range Reporting    Alpha
    Specify the Item or range of Items that you want to send to the FP-550 printer, or leave blank to send all Items.

    Local Machine
    Paste Special     Local Machines setting, Point of Sales/Restaurant/Technics module
    The Local Machine Code of the cash machine and till you are working on will be placed here by default and should not be changed.

    Function
    Use these options to specify whether you want to send every Item in the specified range to the FP-550 printer, or only new and updated Items.

    The first time you run the 'Items to Fiscal Printer Fi550' Export on a particular cash machine or till, it is recommended that you use the Changed Items option. This will export every Item and also set a sequence number. Subsequently, each time you run the Export using the Changed Items option, the sequence number will ensure that only new or updated Items will be exported. The sequence number will then be updated.

    The All Items option will always export every Item, and will not set a sequence number.
  9. When you press the [Run] button, a text file named "DAThhmmss.txt" will be saved in the "Print" directory from step 2, where hhmmss is the current time. This file will contain the Item Number, VAT Code, Base Price and Description of each Item, and a command for the Fi-550 application. The Fi-550 application will send this file to the FP-550 printer, updating the Item listing in the printer's memory.

  10. You should run the 'Items to Fiscal Printer Fi550' Export function separately on each cash machine and till connected to an FP550 printer. Each time you add a new Item to the Item register, or change an existing Item (e.g. change its Base Price), you should again run the Export function on each cash machine and till, to ensure the FP550 contains the latest information.
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Export functions in the Sales Ledger and Integration modules:

Go back to:

Open Invoices

This command will export all approved unpaid Invoices in the system. The file can be used in connection with a change of financial systems or when creating a new database at the start of a financial year.

The Backup Comment can be used for a description of the back-up file (up to 40 characters are permitted). This will be shown in the list of importable files shown by the 'Imports' function.

When importing the file into a new database, the Invoices will be shown as approved, but no Nominal Ledger Transactions will be created (opening balances should be entered to the Nominal Ledger separately). If you selected the Create Receipts for Partly paid Invoices option before creating the export file, approved Receipts will also be created in the new database for the paid amounts on part-paid Invoices (again with no corresponding Nominal Ledger Transactions). If you choose this option, you should also specify the Payment Mode (using 'Paste Special' if necessary), Receipt Date and the first Receipt Number to be used in the new Receipts. The Receipt Numbers are generated by the export function, not when the file is imported, so be sure to choose a First Receipt Number that does not conflict with any Receipts already in the new database. Note that On Account Receipts will not be transferred to the new database.

If any of the amounts are in Currency, be sure to import all Currency and Exchange Rate records to the new database before importing the Invoices.

If the Export as Invoices not Updating Stock option is used, stock levels of Items in the new database will not be affected by the importing of the open Invoices. If this option is off, stock levels will be affected, but only for Stocked Items already in the new database. If an Item is used in an open Invoice which did not exist in the new database prior to the import of the open Invoices, this will be created as a Plain Item in the Item register with a stock level of zero. Customers will also be created by the import process as required.