Introduction to Exports in the Sales Ledger

The 'Exports' function allows you to export certain information from your Standard ERP database to tab-delimited text files from where you can incorporate it 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 and depending on which Export option you choose, you can often import the information into other Standard ERP databases or Companies using the 'Automatic' and 'Manual file search' import functions in the System module. Remember that you can also print reports to disk, so most of the information that is stored in a Standard ERP database is available to other applications via the medium of the text file.

To begin exporting, click the [Routines] button in the Navigation Centre. A list of routines appears: click the [Exports] button in the list of routines to open the 'Exports' list illustrated below. You can also use the Ctrl-E (Windows and Linux) or ⌘-E (Mac OS X) keyboard shortcut to open the 'Exports' list. This lists the Exports that you can produce from the Sales Ledger. Double-click the item that you need 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. If you are exporting with the intention of importing into another Standard ERP database or Company using the 'Automatic' and 'Manual file search' Import routines, do not name the file with two leading minus signs/hyphens (e.g. --Data.txt). Information will not be imported from files named in this way.

There are also four Export functions relevant to the Sales Ledger in the Integration module. To use these functions, you must log in as a Global User or Person whose Access Group explicitly grants full access to the Integration module. Change to the Integration module, and then proceed as described in the previous paragraph.

Please click the links below for details about each export function:

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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 in the Sales Ledger exports monthly sales totals excluding VAT for each specified Customer for the first period in the Reporting Periods setting (in the System module). The monthly sales total statistics will be compiled from Invoices, POS Invoices and Bar Tabs.

For each Customer, this function will simply export the Customer Number and monthly sales figures. If you need more Customer information to be exported (e.g. Customer Name, Customer Category) together with the same figures, use the 'Customer Turnover History' Export function.

When you select the function, the 'Specify Customer Statistics' window will open. Leave the single field blank if you need to export monthly sales statistics for every Customer. Alternatively, specify a single Customer Number, or a range of Customer Numbers, separated by a colon (:). Use 'Paste Special' to select the appropriate Customer Numbers if necessary. Then, click the [Run] button to start the export process. A dialogue box will open where you can 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. A message window will keep you informed about the progress of the export process. 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 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 function in the Sales Ledger exports monthly sales figures for each Customer. You can choose to have the Items sold to each Customer listed individually, with quantities sold, sales values excluding VAT and gross profit figures for each month, or you can choose to list similar figures for each Item Group. The monthly sales figures will be calculated from Invoices, POS Invoices and Bar Tabs.

Period
Paste Special    Reporting Periods setting, System module
Specify the period to be covered by the export. The export file will contain three columns for each month in the period specified here, containing quantities of each Item sold, sales values excluding VAT and gross profit figures. Three additional columns containing figures for the period as a whole will also be included.

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.

Item No.
Paste Special    Item register
Range Reporting    Alpha
If necessary, enter here the Item Number of the Item (or range of Items) you wish to have included in the export file.

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.

Function
Use these options to choose the level of detail to be included in the export file.

In both cases, monthly quantity, sales and profit figures will be provided for each Customer. If you choose the Overview option, the figures will be the totals for each Item Group. If you choose the Detailed option, the figures will be those for each individual Item sold.
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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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 allows you to export information from Invoices issued to Customers in the Inside EU and Inside EU (Post VAT) Zones to satisfy Intrastat reporting requirements (CSV01). Please refer to the description of the Intrastat S/L form for more details. 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. The Commercial Registration Number should be a three-digit branch identifier, required if you will be submitting Intrastat returns from different branches using the same VAT Number.

Period
Paste Special    Reporting Periods setting, System module
Specify the export period: all Invoices with Transaction Dates that fall within the period specified here that are from the Inside EU and Inside EU (Post VAT) Zones will be included in the export file.

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

Invoice
Range Reporting    Numeric
If necessary, enter here the Number of the Invoice (or range of Invoices) you wish to have included in the export file.

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
Specify a Customer if you need the export file only to contain Invoices issued to that Customer. You can also enter a range of Customers separated by a colon (:).

Include Supplementary Unit
By default, the following information will be exported from each Invoice row: Commodity Code of the Item, Sum (converted to your home Currency i.e. Base Currency 1), Delivery Terms, Nature of Transaction Code (NoTC) ("16" for a Credit Note, "10" for an Invoice, "30" for an Invoice row with no value), Weight of the Item (Weight * Quantity from the Invoice row), (empty), Country from the Customer, Delivery Mode, (empty), (empty), Invoice Number, VAT Registration Number of the Customer, Customer Name.

If you use this option, the Quantity from the Invoice row will be exported as well, between the Weight and the Country from the Customer.

Exclude Items without Commodity Codes
Use this option if you want to exclude from the export file any Items that do not have Commodity Codes.

Round Off Values
Included in the export file will be the Sum from each Invoice row (converted to your home Currency i.e. Base Currency 1). Use these options to specify whether this figure should be rounded up to the nearest whole number (the option preferred by HM Revenue & Customs in the UK) or to two decimal places.
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 (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

The 'Invoice Rows' export function in the Integration module produces a text file listing the rows from the Invoices in the selection you make. You can use this information for statistical analysis in other programs, for example spreadsheets.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end dates of the period to be covered by the export. Rows from Invoices whose Transaction Dates fall in the period specified here will be included in the export file.

No.
Range Reporting    Numeric
Enter the Invoice Number or range of Numbers of the Invoices whose rows you want to export.

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
Enter a Customer Number or range of Customer Numbers to export rows from Invoices issued to particular Customers.

Item
Paste Special    Item register
Range Reporting    Alpha
Enter an Item Number to export rows with a particular Item.

Delivery Mode
Paste Special    Delivery Modes setting, Sales Orders module
Enter a Delivery Mode to export rows from Invoices with a particular Delivery Mode.

Specify
Use these options to control the level of detail in the export file.
Invoice Rows
For each Invoice row, this option will export the Invoice Number, Date, Customer Number and Name, Invoice Type, Item Number, Quantity, Description, Unit Price, Sum, Discount %, Sales Account, Salesman, GP, Serial Number, Recipe, VAT Code, Currency, Exchange and Base Rates, row Objects and Original Customer, separated by tabs.

Invoice Type can be any of the following values:
  1. Standard Invoice

  2. Cash Note

  3. Credit Note

  4. Interest Invoice

  5. Prepayment Invoice (created from a Receipt)

  6. Down Payment Invoice (created from an Order or a Project)
Component Rows
This option is similar to the Invoice Rows option described above, with the exception that Structured Items in which Paste Components during Entry has not been ticked are handled differently. The Invoice Rows option will export the Structured Item itself (i.e. as it appears in the Invoice row), while the Component Rows option will export the components (i.e. the Input Items listed in the Recipe, which are not listed in the Invoice when Paste Components during Entry is not ticked). The Structured Item itself will not be exported.
Status
Choose whether you want to export rows from Invoices that have been marked as OK and/or Invoices that have not yet been marked as OK. Rows from Invalidated Invoices will not be exported.

Invoice Type
Choose the type of Invoice whose rows are to be exported.
Confirm by clicking the [Run] button, or cancel using the close box. After clicking [Run], a dialogue box will open, where you can 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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Invoices

This export function in the Integration module can export Invoices in a format that is suitable for importing into other Standard ERP databases or Companies using the 'Automatic' and 'Manual file search' import functions in the System module.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end dates of the period to be covered by the export. Invoices whose Transaction Dates fall in the period specified here will be included in the export file.

Invoices
Range Reporting    Numeric
Enter the Invoice Number (or range of Invoice Numbers) of the Invoices that you need to export.

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
Enter a Customer Number or range of Customer Numbers to export Invoices issued to particular Customers.

Object
Paste Special    Object register, Nominal Ledger/System module
Specify an Object if you only want to export Invoices featuring that Object. This refers to Objects entered at Invoice level, not those entered in the Invoice rows. If you enter a number of Objects separated by commas, only those Invoices featuring all the Objects listed will be exported.

Backup Comment
Use this field to place a short description in the export file (up to 40 characters are permitted). This comment will be shown in the list of importable files that will appear when you use the 'Automatic' import function in the System module (and also when you create a new database using the [Import Textbackup] button in the 'Welcome to Standard ERP' window). The Backup Comment will not be included in the export file if you choose the Basic Invoice Data option below.

Function
Use these options to choose the format of the export file.
Full Record Export
This option exports the selected Invoices in a format that is suitable for importing into other Standard ERP databases or Companies using the 'Automatic' and 'Manual file search' import functions in the System module.

Basic Invoice Data
This option exports a simple list of Invoices to a tab-delimited text file. For each Invoice, the Number, Invoice Date, Customer Number and Name, Subtotal, VAT, TOTAL and Objects will be exported.
Confirm by clicking the [Run] button, or cancel using the close box. After clicking [Run], a dialogue box will open, where you can 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. If you are exporting with the intention of importing into another Standard ERP database or Company using the 'Automatic' and 'Manual file search' Import routines, do not name the file with two leading minus signs/hyphens (e.g. --Data.txt). Information will not be imported from files named in this way. 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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Invoices for Factoring

The 'Invoices for Factoring' function allows you to export Invoices in a format suitable for sending to a factoring company for payment.

The format of the export files created by this function is dependent on the Factoring Bank chosen in the Factoring Export setting. The function is not operational in every country: please refer to your local HansaWorld representative for full details.

Period
Paste Special    Reporting Periods setting, System module
Specify the export period: Invoices from the period specified here will be included in the export file.

Invoices
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 (:).

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
Enter a Customer Number or range of Customer Numbers to export Invoices issued to particular Customers.

This field is not used if the Factoring Bank is SEB.

Client ID
Default taken from    Factoring Export setting, Sales Ledger (Contract Number)
Your contract number with the Factoring Bank will be copied here from the Factoring Export setting. This field is non-modifiable. If this field is empty, the export will not proceed.

Currency
Paste Special    Currency register, System module
Enter a Currency here if you need to export Invoices issued in a particular Currency.

If the Factoring Bank is one of the Finnish Banks and you do not specify a Currency here, only Invoices in EUR will be exported.

If the Factoring Bank is Nordea Finans and you do not specify a Currency here, only Invoices in NOK and Invoices with no Currency specified will be exported.

If the Factoring Bank is SEB, you will usually need to specify a Currency here. If you do not do so, only Invoices without a Currency will be exported.

Current Export No.
Default taken from    Factoring Export setting, Sales Ledger (Last Export Number)
Depending on the Factoring Bank you are using, a count will be maintained in the Factoring Export setting. This count may be based on the number of export files, the number of invoices in export files or the number of lines in export files. With some Factoring Banks, you can reset the count using this field (the Last Export Number field in the Factoring Export setting is non-modifiable).

Function
These options are only used when the Factoring Bank is NORD finans (DK) or any of the Norwegian Banks except Kredittstyring. These banks require separate files containing Customer and Invoice information. Use these options to make this choice. If the Factoring Bank is Kredittstyring, use the Invoices option. The Customers option will cause an empty file to be created.

Type
These options are only used when the Factoring Bank is Nordea Finans. This Bank requires separate files for Invoices and Credit Notes. Use these options to make this choice. The default option (-) will cause an empty file to be created.

Use Default Codepage (Nordea (SWE) Only)
You can only use this option when the Factoring Bank is Nordea (SWE). By default, the character set used in the export file will be CP437. If you select this option, the character set specified in the Default Export Codepage field in the Local Machine setting in the User Settings module will be used instead (remember that the options in this setting are specific to the client machine you are using).
Click the [Run] button in the Button Bar to proceed. A dialogue box will open, where you can name the export file and specify where it is to be saved. Enter a name for the file (with Factoring Finans (NOR), Gjensidige Bank (NOR), NORD finans and Faktab Finans, default file names will be offered) 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 and then send the resulting file to your bank after checking.

On the pages linked below, the various Factoring Banks are listed individually, providing some guidance about where to enter information in order for it to be included correctly in export files. Not every Factoring Bank will be available in every country. Please refer to your local HansaWorld representative for more details and for advice about the suitability of a particular Factoring Bank for your requirements.

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Export functions in the Sales Ledger and Integration modules:

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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:

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Item Statistics

This Export function in the Sales Ledger will export a list of the Items you have sold during a specified period (i.e. the Items included in Invoices, POS Invoices and Bar Tabs from that period). For each Item, the export file will first contain the Item Number, followed by the quantities sold in each month of the period, then the total sales values excluding VAT for each month of the period. For example, if the period is a year, the Item Number will be followed by twelve quantities and twelve sales values, all separated by tabs. Only Items that have been sold during the period will be included.

Using 'Paste Special' if necessary, enter a single Item Number, a range of Item Numbers separated by a colon (:) and/or an Item Group, and specify the period. 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. Then, click the [Run] button. A dialogue box will open, where you can 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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Item Turnover History

The 'Item Turnover History' Export function in the Sales Ledger will export a list of the Items you have sold during a specified year, together with monthly sales figures (either quantities or values). For each Item, the export file will first contain the Item Number and Description, followed either by the quantities sold in each month of the period, or by the total sales values excluding VAT for each month of the period. Items with no sales will not be included in the export file. The figures will be compiled from Invoices, POS Invoices and Bar Tabs.

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    Choose date
The export file will contain a separate sales figure for each Item for each month in the year beginning with the date that you specify 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 you specify both an Item Group and a range of Items, only those Items in the range that are members of the specified Item Group will be included in the export file.

Values
Use these options to choose whether the export file should contain the quantities of each month sold per month, or the total sales values excluding VAT per month.
Confirm by clicking the [Run] button, or cancel using the close box. After clicking [Run], a dialogue box will open, where you can 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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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:

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Open Invoices

This Export function in the Integration module will export all open Invoices in the system (i.e. Invoices that have been marked as OK that are partially or wholly unpaid). You can use the resulting file to help with a change of financial systems or when creating a new database at the start of a financial year.

Use the Backup Comment to place a short description in the export file (up to 40 characters are permitted). This comment will be shown in the list of importable files that will appear when you use the 'Automatic' Import function in the System module (and also when you create a new database using the [Import Textbackup] button in the 'Welcome to Standard ERP' window).

When you import the file into a new database, the Invoices will be marked as OK, but no Nominal Ledger Transactions will be created (you should enter opening balances to the Nominal Ledger separately).

If you select the Create Receipts for Partly paid Invoices option before creating the export file, Receipts will be created in the new database for the paid amounts on part-paid Invoices. Again these Receipts will be marked as OK, but there will be no corresponding Nominal Ledger Transactions. If you select this option, you should also specify the Payment Mode that will be used in these Receipts (using 'Paste Special' if necessary), the Receipt Date and the first Receipt Number. Receipt Numbers will be 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. If you do not specify a First Receipt Number, Receipts in the new database will be numbered from 1. If you do not choose a Payment Mode, the first Payment Mode in the setting in the exporting database will be used.

If you also need Prepayments and On Account Receipts to be transferred to the new database, select the Include On Account Payment option. You should only use this option if you also select the Create Receipts for Partly paid Invoices option as it will have no effect otherwise. Prepayments and On Account Receipts will be imported to the new database as On Account Receipts.

You must specify a Receipt Date, even if you choose not to use the Create Receipts for Partly paid Invoices option.

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 you select the Export as Invoices not Updating Stock option, any Invoices in which the Update Stock option has been ticked will be exported with that option unticked.

If you are exporting with the intention of importing into another Standard ERP database or Company using the 'Automatic' and 'Manual file search' Import routines, do not name the file with two leading minus signs/hyphens (e.g. --Data.txt). Information will not be imported from files named in this way.

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Export functions in the Sales Ledger and Integration modules:

Go back to: