A new approach to loading Contract Sales certificates has been provided. This involves importing a flat file into a workspace, where the data can be validated, and with options to make amendments, clear the workspace or load the data into Coins ERP+.
There is also a Web Service CSESB0003 that can be used instead of the flat file import.
These functions are only available with the correct licence; clients need to contact their account manager if they require a licence to use these functions.
Dual Entering Certificates and Receipts
Coins ERP+ can be configured to allow the entry of Certificates and Receipts at the same time.
Configuration
To set up the Contract Sales Options to allow this, the following parameters need to be set:
You will also need to create the following Transaction Type: CSCR.
Certificate and Receipt Entry
Create the batch header as normal, with the transaction type of CSCR selected.
Enter Main and Certificate details as Normal and Save.
An Extra tab appears to enter the Payment Details.
Click on the tab and Add.
On saving, Coins ERP+ will create the Certificate batch and a Cash Book batch.
Import Certificates – Parameters
The SY parameter EQACCESS controls which users have access to the certificate imports, in the same way as it controls access to batches. If EQACCESS is set to Y, users in the same group and with the same security level can access each other’s imported certificates. If EQACCESS is set to N, only users with a higher security level can access them.
Importing Certificates to Workspace – File Formats
The fields can be separated by commas, semicolons or spaces. The file can optionally include a header row. The first field on each line, Sequence, is a sequential number used to identify the transaction within the file. For each section, a single record can be included on the same line as the header section. Additional lines belonging to the same transaction must begin with the same sequence number. If any fields are not included on a line, the position must be left blank.
The format of the input file depends on the configuration of your Coins ERP+ system, You can generate a template file based on the current configuration, and use that to produce the import file.
To generate a template file
Go to Import Certificates.
Tick the Generate Template Only box.
Complete other fields as required.
Click Next.
The template file is created and is available on the My Files screen.
File Format (Non-US)
The following is the file format for loading certificates if the CO/TAXTYPE parameter is blank. The fields can be separated by commas, semicolons or spaces. The file can optionally include a header row. The first field on each line, Sequence, is a sequential number used to identify the transaction within the file. For each section, a single record can be included on the same line as the header section. Additional lines belonging to the same transaction must begin with the same sequence number. If any fields are not included on a line, the position must be left blank.
Certificate Header Section
Position | Field | Required | Format | Default |
1 | Sequence | Yes | 999999 |
|
2 | Contract | Yes | Char |
|
3 | Phase | No | Char |
|
4 | Series | Yes | Char |
|
5 | Takeon? | No | Log | No |
6 | Enter By Yes/TP – This Period No/Cum - Cumulative | No | Log | From series |
7 | Application or Certificate A – Application C – Certificate B - Combined | No | Char
| From series |
8 | Application Reference | No | Char |
|
9 | Certificate Reference | No | Char |
|
10 | Application Date | No | Date | Today |
11 | Certificate Date | No | Date | Today |
12 | Transaction Type | No | Char | From series |
13 | Certificate Description | No | Char | From series |
14 | Due Date | No | Date |
|
15 | GST Code | No | Char | From series |
16 | Print Application | No | Log | From series |
17 | Application Comments | No | Char |
|
18 | Certificate Comments | No | Char |
|
Distribution Section
Position | Description | Required | Format | Default |
19 | Distribution Amount | Yes | Dec | 0.00 |
20 | Analysis Type (1,2,3,5) 1-Contract 2-Plant Number 3-Department 5-Fixed Asset Code | Yes | Integer |
|
21 | Analysis | Yes | Char |
|
22 | Distribution Description | Yes | Char |
|
23 | Quantity | No | Dec |
|
24 | Unit of Measure | No | Char |
|
GST Section
This is only required if there are multiple GST Split lines.
Position | Description | Required | Format | Default |
25 | Vat Code | Yes | Char |
|
26 | Vat Amount | No | Dec |
|
27 | Goods Amount | Yes | Dec |
|
Certificate Detail Line Section
Position | Description | Required | Format | Default |
28 | ItemId | Yes | Char |
|
29 | Amount | Yes | Dec |
|
30 | Text | No | Char |
|
Import Certificates
Import Certificates is a new routine for loading Contract Sales certificate data from a text file. The file is formatted as comma-separated, semicolon-separated or space-separated. These are imported into a workspace that can be accessed using Import Certificates Workspace, where they can be validated, and there are options to make amendments, clear the workspace, or load the data into Coins ERP+.
Import Certificates Selection Screen
Fields
File Location
Whether the file to load is located on your local PC (PC) or on the Coins ERP+ host computer (Server).
PC File Name
The name of the local PC file to load (this field is visible if you choose PC).
You can enter up to five local PC files. Each of five names should be entered in a separate PC File Name field; a new field is shown each time a PC File Name is entered. Commas cannot be used in the name of the file.
Server File Name
The name of the server (host) file to load (this field is visible if you choose Server).
It is possible to enter a list of the server files and also a pattern to match multiple files.
File Includes Header Line
Whether the import file includes a row for header details.
Delimiter
The character used to separate entries in the file (comma, semicolon, or space).
Description
A description of the certificates to be loaded.
Transaction Type
The transaction type to use for the certificates.
Generate Template Only
If this is ticked, Coins ERP+ generates a template import file based on the selected options, but does not import any data. The template is available on the My Files screen.
When you click Next, Coins ERP+ processes the data using a background report.
Import Certificates Workspace
Import Certificates Workspace allows you to verify certificate data which was imported using Import Certificates, before loading it into Coins ERP+.
The initial browse shows a single row for each import.
Fields
Internal Reference
The automatically-generated internal reference for the loaded data.
A link on this column gives access to the individual certificates.
Description
The description of the import (entered when the import was run).
User ID
The user who ran the import.
User Name
The name of the user.
Date
The date that the import was run.
Time
The time that the import was run.
Status
The status of the import:
Imported – all items have been imported.
Posted – all items are processed and loading into Coins ERP+.
Validated – all items have been validated and there are no errors.
Cancelled – the Clear Workspace action has been applied.
Import Certificates Workspace - Actions
The following actions are available on the Import Certificates Workspace browse.
Validate Workspace allows you to validate records across all imported data to check for any errors; these will be displayed on the workspace. These errors will need to be corrected before the certificates can be loaded into Coins ERP+.
Post Workspace allows you to load the certificates into Coins ERP+, once there are no errors against any records. This will create and post a single batch in the current company.
Clear Workspace deletes all details linked to a header record and sets the header Status to Cancelled. The header will remain for auditing but no details will be saved.
Import Certificates – Imported Certificates Workspace
Clicking the link in the Internal Reference column on the Import Certificates Workspace screen takes you to the Certificate Import screen. This consists of two tabs: Import and Imported Certificates. An actions menu is available, which allows you to run the same actions for the import as on the Import Certificates Workspace browse.
Import Tab
The Import tab shows the header details from the Import Certificates Workspace screen.
Imported Certificates Tab
The Imported Certificates tab lists the certificates in the import.
Imported Certificates Workspace – Imported Certificates Tab
The final column, Validation Notes, shows:
Blank if the Validate Workspace action has not been run, or if the certificate data has been changed since Validate Workspace was last run.
Validated if the certificate has been validated and no errors were found.
Validation errors found if the certificate has been validated and errors were found. Details of the errors are shown on the Validation Notes tab of the certificate details.
An action menu item allows you to move unposted certificates to a different import header.
To open a certificate and make corrections, click the Open button. All certificates must pass validation before they can be posted into Coins ERP+.
Dual Entering Certificates and Receipts
Coins ERP+ can be configured to allow the entry of Certificates and Receipts at the same time.
Configuration
To set up the Contract Sales Options to allow this, the following parameters need to be set:
You will also need to create the following Transaction Type: CSCR.
Certificate and Receipt Entry
Create the batch header as normal, with the transaction type of CSCR selected.
Enter Main and Certificate details as Normal and Save.
An Extra tab appears to enter the Payment Details.
Click on the tab and Add.
On saving, Coins ERP+ will create the Certificate batch and a Cash Book batch.
