Home > Accounts > Concepts > Accounts Interface Report Formats

Accounts Interface Report Formats

There are 8 different accounts interface report formats, as defined on the Location Accounts basic tab.

ACCPAC

ATTACHE

DRS

MYOB V10

Sun Accounts

UMS - TT

ACCPAC Summary

SAP

ACCPAC

Figure: Example ACCPAC accounts interface report, view in report manager

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Example of ACCPAC text file created.

Text files names are named Location Code Oth, i.e. Location 60907 is 60907Oth.

File contents is comma delimited.

RECTYPE,BATCHID,BTCHENTRY,SRCELEDGER,SRCETYPE,DATEENTRY

RECTYPE,BATCHNBR,JOURNALID,TRANSNBR,ACCTID,TRANSAMT,TRANSDESC

1,1,1,GL,JE,20091103

2,1,1,0,C20,351.04,CASH

2,1,1,0,C98,5.33,DISCOUNTS

2,1,1,0,C7,-300.00,

2,1,1,0,C40,-22.95,

2,1,1,0,C7,-16.00,

2,1,1,0,C14,-16.01,DISCOUNT

2,1,1,0,C98,10.68,DISCOUNTS

2,1,1,0,C40,-2.46,

2,1,1,0,C7,-9.00,

2,1,1,0,C40,-0.63,

2,1,1,0,C8,196.41,COGS

2,1,1,0,C45,-196.41,CONTRA STOCK

2,1,1,0,C9,-186.41,STOCK

2,1,1,0,C43,-10.00,STOCK

2,1,1,0,C9,2.30,INV COST ADJUST

2,1,1,0,C43,-2.30,INV COST ADJUST

ACCPAC text file in table format

* Shaded grey column has been added for reference, it does not appear in the extract

1

RECTYPE

BATCHID

BTCHENTRY

SRCELEDGER

SRCETYPE

DATEENTRY

 

2

RECTYPE 

BATCHNBR

JOURNALID

TRANSNBR

ACCTID

TRANSAMT

TRANSDESC

3

1 

1

1

GL

JE

20091103

 

4

2 

1

1

0

C20

351.04

CASH

5

2 

1

1

0

C98

5.33

DISCOUNTS

6

2 

1

1

0

C7

-300

 

7

2 

1

1

0

C40

-22.95

 

8

2 

1

1

0

C7

-16

 

9

2 

1

1

0

C14

-16.01

DISCOUNT

10

2 

1

1

0

C98

10.68

DISCOUNTS

11

2 

1

1

0

C40

-2.46

 

12

2 

1

1

0

C7

-9

 

13

2 

1

1

0

C40

-0.63

 

14

2 

1

1

0

C8

196.41

COGS

15

2 

1

1

0

C45

-196.41

CONTRA STOCK

16

2 

1

1

0

C9

-186.41

STOCK

17

2 

1

1

0

C43

-10

STOCK

18

2 

1

1

0

C9

2.3

INV COST ADJUST

19

2 

1

1

0

C43

-2.3

INV COST ADJUST

20

2 

1

1

0

C45

196.41

 

Row 1 is the header title for the file, this relates to the data in row 3

Row 2 is the data title line, this relates to the data in row 4 onwards

Row 1 header title headings:

§      RECTYPE - Record type, this will always be 1 for the header portion of the file

§      BATCHID - Batch ID, this is a unique number for the extract

§      BTCHENTRY - Another batch ID, this is a unique number for the extract

§      SRCELEDGER - Source ledger

§      SRCETYPE - Source of data

§      DATEENTRY - Date data file was created

Row 2 data title headings:

§      RECTYPE - Record type, this will always be 2 for the data portion of the file

§      BATCHNBR - Same as header BATCHID

§      JOURNALID - This will always be 1

§      TRANSNBR - Transaction number

§      ACCTID - GL code as defined in Location Accounts

§      TRANSAMT Transaction value

§      TRANSDESC Transaction description (where available)

Attache

Figure: Example Attache accounts interface report, view in report manager

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Example of Attache text file created.

All text files names are named Location Code Oth, e.g. Location 60907 would be named 60907Oth.

Text file contains no information.

DRS

Figure: Example DRS accounts interface report, view in report manager

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Example of DRS text file created.

All text files names are named Location Code Oth, e.g. Location 60907 would be named 60907Oth.

File contents is comma delimited, with quotation marks as text qualifiers.

"C20","CASH","03/11/2009","351.04","0","03/11/2009","CASH"

"C98","DISCOUNTS","03/11/2009","5.33","0","","DISCOUNTS"

"C7","SALES","03/11/2009","0","300.00","",""

"C40","TAX","03/11/2009","0","22.95","",""

"C7","SALES","03/11/2009","0","16.00","",""

"C14","DISCOUNT","03/11/2009","0","16.01","","DISCOUNT"

"C98","DISCOUNTS","03/11/2009","10.68","0","","DISCOUNTS"

"C40","TAX","03/11/2009","0","2.46","",""

"C7","SALES","03/11/2009","0","9.00","",""

"C40","TAX","03/11/2009","0","0.63","",""

"C8","COGS","03/11/2009","196.41","0","","COGS"

"C45","CONTRA STOCK","03/11/2009","0","196.41","","CONTRA STOCK"

"C9","STOCK","03/11/2009","10.00","0","","STOCK"

"C9","STOCK","03/11/2009","0","196.41","","STOCK"

"C43","RECEIPTS","03/11/2009","0","10.00","","STOCK"

"C9","STOCK","03/11/2009","2.30","0","","INV COST ADJUST"

"C43","RECEIPTS","03/11/2009","0","2.30","","INV COST ADJUST"

"C45","CONTRA STOCK","03/11/2009","196.41","0","",""

DRS text file in table format

* Shaded grey row has been added for reference, it does not appear in the extract

A/c Code

A/c Description

Date of Transaction

DR

CR

Date of Transaction

Description of Transaction is available

C20

CASH

03/11/2009

351.04

0

03/11/2009

CASH

C98

DISCOUNTS

03/11/2009

5.33

0

 

DISCOUNTS

C7

SALES

03/11/2009

0

300

 

 

C40

TAX

03/11/2009

0

22.95

 

 

C7

SALES

03/11/2009

0

16

 

 

C14

DISCOUNT

03/11/2009

0

16.01

 

DISCOUNT

C98

DISCOUNTS

03/11/2009

10.68

0

 

DISCOUNTS

C40

TAX

03/11/2009

0

2.46

 

 

C7

SALES

03/11/2009

0

9

 

 

C40

TAX

03/11/2009

0

0.63

 

 

C8

COGS

03/11/2009

196.41

0

 

COGS

C45

CONTRA STOCK

03/11/2009

0

196.41

 

CONTRA STOCK

C9

STOCK

03/11/2009

10

0

 

STOCK

C9

STOCK

03/11/2009

0

196.41

 

STOCK

C43

RECEIPTS

03/11/2009

0

10

 

STOCK

C9

STOCK

03/11/2009

2.3

0

 

INV COST ADJUST

C43

RECEIPTS

03/11/2009

0

2.3

 

INV COST ADJUST

C45

CONTRA STOCK

03/11/2009

196.41

0

 

 

MYOB v10

Figure: Example MYOB v10 accounts interface report, view in report manager

Example of MYOB v10 text file created.

All text files names are named Location Code Oth, e.g. Location 60907 would be named 60907Oth.

File contents is comma delimited, with quotation marks as text qualifiers.

"",03/11/2009,"Imported from Merchant","C20",351.04,0,,""

"",03/11/2009,"Imported from Merchant","C98",5.33,0,,""

"",03/11/2009,"Imported from Merchant","C7",0,300,""

"",03/11/2009,"Imported from Merchant","C40",0,22.95,""

"",03/11/2009,"Imported from Merchant","C7",0,16,""

"",03/11/2009,"Imported from Merchant","C14",0,16.01,""

"",03/11/2009,"Imported from Merchant","C98",10.68,0,,""

"",03/11/2009,"Imported from Merchant","C40",0,2.46,""

"",03/11/2009,"Imported from Merchant","C7",0,9,""

"",03/11/2009,"Imported from Merchant","C40&q uot;,0,0.63,""

"",03/11/2009,"Imported from Merchant","C8",196.41,0,,""

"",03/11/2009,"Imported from Merchant","C45",0,196.41,""

"",03/11/2009,"Imported from Merchant","C9",10,0,,""

"",03/11/2009,"Imported from Merchant","C9",0,196.41,""

"",03/11/2009,"Imported from Merchant","C43",0,10,""

"",03/11/2009,"Imported from Merchant","C9",2.3,0,,""

"",03/11/2009,"Imported from Merchant","C43",0,2.3,""

"",03/11/2009,"Imported from Merchant","C45",196.41,0,,""

MYOB v10 text file in table format

* Shaded grey row has been added for reference, it does not appear in the extract

Column is blank

Date of Transaction

Imported from Merchant comment

A/c Code

DR

CR

 

03/11/2009

Imported from Merchant

C20

351.04

0

 

03/11/2009

Imported from Merchant

C98

5.33

0

 

03/11/2009

Imported from Merchant

C7

0

300

 

03/11/2009

Imported from Merchant

C40

0

22.95

 

03/11/2009

Imported from Merchant

C7

0

16

 

03/11/2009

Imported from Merchant

C14

0

16.01

 

03/11/2009

Imported from Merchant

C98

10.68

0

 

03/11/2009

Imported from Merchant

C40

0

2.46

 

03/11/2009

Imported from Merchant

C7

0

9

 

03/11/2009

Imported from Merchant

C40

0

0.63

 

03/11/2009

Imported from Merchant

C8

196.41

0

 

03/11/2009

Imported from Merchant

C45

0

196.41

 

03/11/2009

Imported from Merchant

C9

10

0

 

03/11/2009

Imported from Merchant

C9

0

196.41

 

03/11/2009

Imported from Merchant

C43

0

10

 

03/11/2009

Imported from Merchant

C9

2.3

0

 

03/11/2009

Imported from Merchant

C43

0

2.3

 

03/11/2009

Imported from Merchant

C45

196.41

0

Sun Accounts

Figure: Example Sun Accounts interface report, view in report manager

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Example of Sun Accounts text file created.

All text files names are named Location Code Oth, e.g. Location 60907 would be named 60907Oth.

File contents have a fixed column width.

C7                    20091103  M              000000000000325000C DOTH      O20091103       60907

C40                   20091103  M              000000000000026040C DOTH      O20091103       60907

C20                   20091103  M              000000000000351040D DOTH      O20091103      CASH 60907

C98                   20091103  M              000000000000016010D DOTH      O20091103      DISCOUNTS 60907

C14                   20091103  M              000000000000016010C DOTH      O20091103      DISCOUNT 60907

C8                    20091103  M              000000000000196410D DOTH      O20091103      COGS 60907

C45                   20091103  M              000000000000196410C DOTH      O20091103      CONTRA STOCK 60907

C9                    20091103  M              000000000000010000D DOTH      O20091103      STOCK 60907

C9                    20091103  M              000000000000196410C DOTH      O20091103      STOCK 60907

C43                   20091103  M              000000000000010000C DOTH      O20091103      STOCK 60907

C9                    20091103  M              000000000000002300D DOTH      O20091103      INV COST ADJUST 60907

C43                   20091103  M              000000000000002300C DOTH      O20091103      INV COST ADJUST 60907

C45                   20091103  M              000000000000196410D DOTH      O20091103       60907

Sun Accounts text file in table format

* Shaded grey rows have been added for reference, they do not appear in the extract

A/c Code

Date of Transaction

M

Value

C/D, denotes CR/DR

DOTH

Date of Transaction preceded by O

Transaction Description, followed by Location, one space divides the fields

22 characters

10 characters

15 characters

20

characters

10 characters

16 characters

412

characters

C7

20091103

M

000000000000325000C

DOTH

O20091103

 

60907

C40

20091103

M

000000000000026040C

DOTH

O20091103

 

60907

C20

20091103

M

000000000000351040D

DOTH

O20091103

CASH

60907

C98

20091103

M

000000000000016010D

DOTH

O20091103

DISCOUNTS

60907

C14

20091103

M

000000000000016010C

DOTH

O20091103

DISCOUNT

60907

C8

20091103

M

000000000000196410D

DOTH

O20091103

COGS

60907

C45

20091103

M

000000000000196410C

DOTH

O20091103

CONTRA STOCK

60907

C9

20091103

M

000000000000010000D

DOTH

O20091103

STOCK

60907

C9

20091103

M

000000000000196410C

DOTH

O20091103

STOCK

60907

C43

20091103

M

000000000000010000C

DOTH

O20091103

STOCK

60907

C9

20091103

M

000000000000002300D

DOTH

O20091103

INV COST ADJUST

60907

C43

20091103

M

000000000000002300C

DOTH

O20091103

INV COST ADJUST

60907

C45

20091103

M

000000000000196410D

DOTH

O20091103

 

60907

UMS - TT

Figure: Example UMS - TT accounts interface report, view in report manager

Report is over 2 pages

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Example of UMS TT text file created.

All text files names are named Location Code Oth, e.g. Location 60907 would be named 60907Oth.

Text file contains no information.

ACCPAC Summary

Figure: Example ACCPAC Summary accounts interface report, view in report manager

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Example of ACCPAC Summary text file created.

This file has a different file naming convention, ACCPACSUMMXXXXXXOth, where XXXXXX is a unique number for the file extract.  So if its extract 53, then the file name will be ACCPACSUMM000053Oth.

All locations and accounts will be summarised in the file, for instance there would only be one Stock A/c line for all locations for all transactions that the accounts interface report is run for.

File contents are comma delimited.

RECTYPE,BATCHID,BTCHENTRY,SRCELEDGER,SRCETYPE,FSCSYR,FSCSPERD

RECTYPE,BATCHNBR,JOURNALID,ACCTID,TRANSAMT,TRANSDESC,TRANSREF,TRANSDATE,SRCELEDGER,SRCETYPE

1,000068,000068,GL,POS BE,2009,11

2,000068,1,C14,-16.01,200911,C14,20091103,GL,POS BE

2,000068,1,C20,351.04,200911,C20,20091103,GL,POS BE

2,000068,1,C40,-26.04,200911,C40,20091103,GL,POS BE

2,000068,1,C7,-325.00,200911,C7,20091103,GL,POS BE

2,000068,1,C98,16.01,200911,C98,20091103,GL,POS BE

2,000068,1,C45,-196.41,200911,C45,20091103,GL,POS BE

2,000068,1,C8,196.41,200911,C8,20091103,GL,POS BE

2,000068,1,C43,-12.30,200911,C43,20091103,GL,POS BE

2,000068,1,C45,196.41,200911,C45,20091103,GL,POS BE

2,000068,1,C9,-184.11,200911,C9,20091103,GL,POS BE

ACCPAC Summary text file in table format

* Shaded grey column has been added for reference, it does not appear in the extract

1

RECTYPE 

BATCHID

BTCHENTRY

SRCELEDGER

SRCETYPE

FSCSYR

FSCSPERD

 

 

 

2

RECTYPE 

BATCHNBR

JOURNALID

ACCTID

TRANSAMT

TRANSDESC

TRANSREF

TRANSDATE

SRCELEDGER

SRCETYPE

3

1

68

68

GL

POS BE

2009

11

 

 

 

4

2

68

1

C14

-16.01

200911

C14

20091103

GL

POS BE

5

2

68

1

C20

351.04

200911

C20

20091103

GL

POS BE

6

2

68

1

C40

-26.04

200911

C40

20091103

GL

POS BE

7

2

68

1

C7

-325

200911

C7

20091103

GL

POS BE

8

2

68

1

C98

16.01

200911

C98

20091103

GL

POS BE

9

2

68

1

C45

-196.41

200911

C45

20091103

GL

POS BE

10

2

68

1

C8

196.41

200911

C8

20091103

GL

POS BE

11

2

68

1

C43

-12.3

200911

C43

20091103

GL

POS BE

12

2

68

1

C45

196.41

200911

C45

20091103

GL

POS BE

13

2

68

1

C9

-184.11

200911

C9

20091103

GL

POS BE

Row 1 is the header title for the file, this relates to the data in row 3

Row 2 is the data title line, this relates to the data in row 4 onwards

Row 1 header title headings:

§      RECTYPE - Record type, this will always be 1 for the header portion of the file

§      BATCHID - Batch ID, this is a unique number for the extract

§      BTCHENTRY - Another batch ID, this is a unique number for the extract

§      SRCELEDGER - Source ledger

§      SRCETYPE - Source of data

§      FSCSYR Fiscal year ending

§      FSCSPERD Fiscal period

Row 2 data title headings:

§      RECTYPE - Record type, this will always be 2 for the data portion of the file

§      BATCHNBR - Same as header BATCHID

§      JOURNALID - This will always be 1

§      ACCTID - GL code as defined in Location Accounts

§      TRANSAMT Transaction value

§      TRANSDESC Fiscal year & fiscal period, e.g. 200910

§      TRANSREF - GL code as defined in Location Accounts

§      TRANSDATE Date of transaction

§      SCRELEDGER - Source ledger

§      SCRETYPE - Source of data

SAP

When the SAP interface is selected for a location it generates a file using the following format TRADECODE.DDMMYYYYhhnnsszzz.txt for example DRKHSE.15092010121759001.txt, and contains sales information only. All other information on creditors, debtors, stock, rebates, and banking is ignored.

The Tenders tab in Location Accounts has the check box field Credit Card Type to specify which tenders are credit cards. This is specifically used during the file extract process to split transactions into those defined as (credit card) and those defined as (non credit card).

The SAP interface extract uses the GL code specified in the field Card Sales A/c within Location Accounts Categories maintenance when extracting details of credit card sales and the GL tax code defined in the Credit Tax A/c field in Location Accounts Taxes maintenance.

Sales with service charges (that is sales with strTaxCode3) are shown in a separate SERVICETAX account.

 - Service charge lines when exported to file shares the same format as a sales line i.e. no Cost Centre.

 - Service charge amounts are excluded from TAX lines.

 - A user definable G/L account code can be specified for SERVICETAX lines via the Service Charge A/c field in the General tab within the Location Accounts module.

The format of the SAP interface file is as follows:

1) Company Code - Location Management Area

2) Document Date - Trading Date

3) Currency - Location Primary Currency

4) Posting Date - Document Date

5) Reference - Location + Document Date

6) Business Area - User defined field

7) Business Place - User defined field

8) G/L Account - Location accounts GL codes

9) Debit Amount

10) Credit Amount

11) Tax Code - Tax code for transaction split by tax code

12) CG5 - User defined field

13) Profit Center - User defined field

14) Cost Center - User defined field

15) Text

The interface requires that the following user defined fields are created using the User Defined Fields maintenance module for Locations. It is crucial that the fields are named as shown below, although the field caption may be different.

- BusinessArea (string length 4)

- BusinessPlace (string length 4)

- CG5 (string 3)

- ProfitCenter (string 10)

- CostCenter (string 10)

In addition the interface uses the Management Area field in the Advanced tab of Locations for the 'Company Code'. This should be restricted to 4 characters when used.

When sales are extracted the following rules are followed:

- Extracted 'Sales Lines' will not have a Cost Center. The sales amount specified in the sales line is GROSS of discounts.

- Extracted 'Discount Lines' will not have a CG5 or Profit Center.

- Extracted 'Tender Lines' will not have a CG5, Profit Center, or Cost Center.

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