Specific guidelines Financial entries
Introduction
Introduction
When importing entries, there are a number of specific guidelines to
remember. Below is additional information about these specific guidelines.
- The different types of
entries can be imported in a single file. This concerns Cash, Bank/Giro, Purchase,
Sales and General journal entries.
- A financial entry in CSV
format consists of one header line and one or more sub lines. Header lines
are distinguished by the line number, which always is ‘0’ (zero). The sub lines
get a sequence number from ‘1’ thru (maximum) ‘99999’. Note: Per period
there is a maximum number of 99999 lines. In the header line the general
data like debtor, total transaction amount, etc. are specified. In the sub
lines the amounts are split up to the various revenue and/or cost accounts.
- The amount in the header
line of the entry will be calculated from the sum of the amounts in the
sub lines. The sub lines are leading for the import.
- If a CSV file is imported
several times, the financial entries will be imported multiple times as well.
If the import file contains the actual entry numbers, the second import of
the same file will generate errors. This is because the entry number is a
unique number. When errors are generated it is advisable to use the error
file, which contains only the rejected entries, instead of the original
file. Only the rejected entries need to be imported again.
- Currency exchange rates
that are not supplied will be taken from the exchange rates table. In this
file the historical exchange rates are stored by date. XML server searches
for the exchange rate on or before the entry date in the supplied entry
line.
Specific guidelines financial entries
The header lines are always followed
by at least one sub line. The number of columns (fields) in the header line is
identical to the number of columns (fields) in the sub lines: 40. A sub line
always belongs to one header line. There might be multiple sub lines per header
line. The definition of the sub line record is different from the header line
record, because several columns (fields) will stay empty that are only needed
in the header line. During the import the CSV file will be converted to an XML file.
The fields below from the financial
entries need additional explanation. For all other fields the default
checking, as described in this
document about data types, applies.
|
No.
|
Description
|
Remarks
|
|
2
|
Journal type
|
This field should contain an ‘I’ (Purchase journal), ‘V’ (Sales
journal), ‘M’ (General journal), ‘K’ (Cash journal), ‘B’ (Bank journal)
or a ‘G’ (Giro journal)
|
|
3
|
Journal
|
The journal number is mandatory. XML checks if the supplied
journal number is of the correct type
|
|
4
|
Period
|
The period is in Exact Globe of less importance. On some
overviews the period is taken based on the period of the entry date in the
period-date table.
|
|
5
|
Financial year
|
The field Financial year is not mandatory. If the field is
empty during import, it will be filled with the default financial year from
the company settings.
|
|
6
|
Entry number
|
The field entry number is not mandatory. If the field is
left blank, the first free entry number from the journal settings is used
instead.
|
|
7
|
Description
|
If the header line
description is left empty, the system will automatically fill the debtor
number followed by a dash (‘-‘) and the entry number.
|
|
9
|
General Ledger account
|
In the header lines the field ‘GL account’ is not used, because
the sub ledger account from the journal is taken.
|
|
10
|
Debtor
|
In a Sales journal entry the debtor number is filled in
the header line. This number has to exist in the company. If an invalid
debtor number is supplied, the entire entry will be rejected.
In a Purchase journal entry this field should be left empty.
In a General journal entry the debtor number is optional.
If the debtor number field is filled, the next field: creditor number,
should be empty.
|
|
11
|
Creditor
|
In a Purchase journal entry the creditor number is filled
in the header line. This number has to exist in the company. If an invalid
creditor number is supplied, the entire entry will be rejected.
In a Sales journal entry this field should be left empty.
In a General journal entry the creditor number is
optional. If the creditor number field is filled, the previous field:
debtor number, should be empty.
|
|
12
|
Our reference
|
If this field is left empty, the system will fill it with
the next available number from the number settings in [System, General, Settings,
Number settings, section Financial].
|
|
13
|
Amount
|
In the header line the total amount of the entry is
entered. This total has to match the sum of the amounts in the sub lines. The
sub lines contain the header amount, split per invoice line (cost/revenue GL
account). If the entry is not balanced, it will be rejected.
In the header line of a general journal entry no amount
needs to be filled. The sum of the sub line amounts should be 0.00 for a
general journal entry.
|
|
14
|
Journalize in FC
|
This field has no function in Exact Globe.
|
|
15
|
Currency
|
This field should only be used when working with E-Multi
Currency. If this is not the case it should be left empty.
In an entry with foreign currency a valid currency code should be specified
or the field should be left empty. If the currency code does not exist, the
entry is rejected.
|
|
16
|
Exchange rate
|
This field should only be used when working with E-Multi
Currency. If this is not the case it should be left empty.
In an entry with foreign currency an exchange rate can be left empty. The XML
Server application will fill the exchange rate with the corresponding rate
based on the entry date.
If an exchange rate is specified, this will be used for the entry. If an
exchange rate is specified, the inverse
rate needs to be specified. Example: If in Globe [Financial, Entry, Exchange
rates] the USD exchange rate is entered as 0.85, then the import CSV file
should contain the inverse rate: 1/0.85.
|
|
17
|
Credit surcharge/
Payment discount
|
In the header line a Credit surcharge or Payment discount
can be specified. This field specifies if the amount in column 18 a ‘K’
(Credit surcharge) or ‘B’ (Payment discount).
|
|
18
|
Amount Credit surcharge/
Payment discount
|
In the header line of a sales entry the amount of the
Credit surcharge or Payment discount can be supplied. This amount is not used
when comparing the amounts in the header and sum of the sub lines.
|
|
19
|
Due date Invoice
|
The due date of the invoice (entry) is specified (only in
the header lines)
|
|
20
|
Due date Credit surcharge/
Payment discount
|
The due date of the Credit surcharge or Payment discount
is filled here. This date can be different from the invoice due date. The
dates are noted separately because the Credit surcharge or Payment discount
due date usually differs from the invoice due date. This date is only
specified in the header line.
|
|
21
|
VAT-code
|
In the sub lines the VAT-code for the line is specified.
The amounts can be entered inclusive or exclusive VAT and the XML server
application will use the VAT-code to calculate the correct VAT amounts if
necessary. If the VAT-code does not exist, the entire entry will be
rejected.
|
|
22
|
VAT-amount
|
This field in the sub lines holds the VAT-Amount. If left
empty, but a VAT-code is used, it will be calculated based on the VAT
percentage of the VAT-code. If 0.00 is specified, no VAT amount is
calculated.
|
Importing and VAT-lines
When importing purchase and sales entries the VAT-line is created automatically based on the VAT-information in the entry. Below is an example of a CSV file of a sales entry. Line 1 has the revenue GL Account. In field 21 and 22 respectively show the VAT-code and the VAT-amount. Based on this information the VAT line is created during the import process.
Sales entry:
| 1 |
2 |
3 |
4 |
5 |
6 |
7 |
8 |
9 |
10 |
11 |
12 |
13 |
14 |
15 |
16 |
17 |
18 |
19 |
20 |
21 |
22 |
23 |
24 |
25 |
26 |
27 |
28 |
29 |
30 |
31 |
32 |
33 |
34 |
35 |
36 |
37 |
38 |
39 |
40 |
| 0 |
V |
70 |
7 |
2008 |
8700001 |
|
8072008
|
|
60013 |
|
|
119 |
|
EUR |
|
B |
0 |
7082008 |
5082008 |
|
|
|
|
B |
|
|
|
|
|
|
N |
|
|
|
|
|
|
|
|
| 1 |
V |
70 |
7 |
2008 |
|
|
8072008 |
8000 |
60013 |
|
8700001 |
100 |
|
EUR |
1 |
|
|
|
|
2 |
19 |
|
|
|
|
|
|
0 |
|
|
K |
|
|
|
|
|
|
|
|
In a General journal entry there is no automatic calculation/generation of VAT-lines. therefore the VAT-line must be present in the import file. Below is an example of a CSV file of a general journal enrty. Line 2 holds the revenue line. Fields 21 and 22 contain the VAT-code and the VAT-amount. Line 3 holds the VAT-line information. This line is not automatically generated.
General journal entry:
| 1 |
2 |
3 |
4 |
5 |
6 |
7 |
8 |
9 |
10 |
11 |
12 |
13 |
14 |
15 |
16 |
17 |
18 |
19 |
20 |
21 |
22 |
23 |
24 |
25 |
26 |
27 |
28 |
29 |
30 |
31 |
32 |
33 |
34 |
35 |
36 |
37 |
38 |
39 |
40 |
| 0 |
M |
90 |
10 |
2008 |
8900001 |
|
|
|
|
|
|
0 |
|
|
|
K |
0 |
9112008 |
7112008 |
|
|
|
|
B |
|
|
|
|
|
|
N |
|
|
|
|
|
|
|
|
| 1 |
M |
90 |
10 |
2008 |
|
|
10102008 |
1300 |
60013 |
|
10000001 |
119 |
|
EUR |
1 |
|
|
|
|
0 |
0 |
|
|
|
|
|
|
0 |
|
|
K |
|
|
|
|
|
|
|
|
| 2 |
M |
90 |
10 |
2008 |
|
|
10102008 |
8000 |
60013 |
|
10000001 |
-100 |
|
EUR |
1 |
|
|
|
|
2 |
-19 |
|
|
|
|
|
|
0 |
|
|
K |
|
|
|
|
|
|
|
|
| 3 |
M |
90 |
10 |
2008 |
|
|
10102008 |
1502 |
|
2 |
10000001 |
-19 |
|
EUR |
1 |
|
|
|
|
2 |
-19 |
|
|
|
|
|
|
0 |
|
|
K |
|
|
|
|
|
|
|
|
For a complete description please check the Import definition financial entries. Line 0 contains the header line of the entry.
Related subjects
| Main Category: |
Support Product Know How |
Document Type: |
Support - On-line help |
| Category: |
On-line help files |
Security level: |
All - 0 |
| Sub category: |
Details |
Document ID: |
15.650.747 |
| Assortment: |
Exact Globe+
|
Date: |
26-09-2022 |
| Release: |
|
Attachment: |
|
| Disclaimer |
|
|