⚠️Important: 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.
Initial Configuration
Import Invoices - Parameters
The SY parameter EQACCESS controls which users have access to the invoice 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 invoices. If EQACCESS is set to N, only users with a higher security level can access them.
Importing Invoices 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 Invoices.
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.
Import Invoices File Format (Non-US Regions)
The following is the file format for loading invoices 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.
Invoice Header Section
Position | Field | Required | Format | Default |
1 | Sequence | Yes | 999999 |
|
2 | Customer Code | Yes | Char |
|
3 | Invoice Date | No | Date | Today |
4 | Invoice Gross Amount | Yes | Dec(2) |
|
5 | Source Module | No | Char | SL |
6 | Transaction Type | No | Char | SINV |
7 | VAT amount | No | Dec(2) | 0.00 |
8 | Due Date | No | Date | Supplier Terms |
9 | Discount Date | No | Date | Blank |
10 | Discount Amount | No | Dec(2) | 0.00 |
11 | Retention Amount | No | Dec | 0.00 |
12 | Invoice Description | Yes | Char |
|
13 | Sales Analysis Code | No | Char |
|
14 | Customer Reference | Yes | Char |
|
15 | Invoice Number | No | Char | SL/AUTOREF |
16 | Contract, Department, Sector | No | Char | Pipe- separated list |
17 | Currency Code | No | Char |
|
18 | Internal Reference | No | Char |
|
Distribution Section
If multiple distribution lines are required then the sequence number for the header must be repeated and the distribution details added without repeating the Invoice Header details.
Position | Description | Required | Format | Default |
19 | Distribution Amount | Yes | Dec(2) | 0.00 |
20 | Analysis Type (1,2,3,5) 1-Contract 2-Asset Code 3-General Ledger 5-Workshop | Yes | Integer |
|
21 | Analysis | Yes | Char |
|
22 | Description | No | Char |
|
23 | Quantity | No | Dec |
|
24 | Units | No | Char |
|
25 | Summarised Distribution | No | Logical | No |
VAT Section
This is only required if there are multiple VAT lines or the VAT code is not the same as the customer’s VAT code. If multiple VAT lines are required then the sequence number for the header must be repeated and the VAT details added without repeating the Invoice Header details.
Sequence | Description | Required | Format | Default |
26 | VAT Code | Yes | Char |
|
27 | VAT Amount | No | Dec(2) | Calculated based on VAT Code rate and Goods Amount |
28 | Goods Amount | Yes | Dec(2) |
|
29 | VAT Summary | No | Logical | No |
Invoice Line Section
This is optional. If multiple invoice lines are required then the sequence number for the header must be repeated and the invoice details added without repeating the Invoice Header details.
Sequence | Description | Required | Format | Default |
30 | Part Number | Yes | Char |
|
31 | Quantity | Yes | Dec |
|
32 | Unit of measure | Yes | Char |
|
33 | Price | Yes | Dec |
|
34 | Value | Yes | Dec |
|
35 | VAT Code | No | Char |
|
36 | Description | No | Char |
|
37 | Analysis Type (1,2,3,5) 1-Contract 2-Asset 3-General Ledger 5-Workshop | Yes | Integer | Anal Type |
38 | Analysis | Yes | Char |
|
Payment Section
This is an optional section. If multiple payment lines are required then the sequence number for the header must be repeated and the invoice details added without repeating the Invoice Header details.
Sequence | Description | Required | Format | Default |
39 | Cheque Number | Yes | Int |
|
40 | Date | Yes | Date |
|
41 | Amount | Yes | Dec |
|
42 | Discount | Yes | Dec |
|
43 | Bank Account | Yes | Char |
|
44 | Deposit Date | No | Date |
|
45 | Deposit Reference | No | Char |
|
Intrastat Line Section
This is an optional section primarily used for European countries. If multiple Intrastat lines are required, the sequence number for the header must be repeated and the Intrastat details added without repeating the Invoice Header details.
Sequence | Description | Required | Format | Default |
46 | Weight | Yes | Dec(2) |
|
47 | Value of goods | Yes | Dec(2) |
|
48 | Commodity Item Reference | Yes | Char |
|
49 | Summarise | No | Logical | No |
50 | Date | Yes | 99/99/99 |
|
51 | Nature of Transaction | Yes | 99 |
|
52 | Delivery Terms | Yes | Char |
|
53 | Method of Transport | Yes | Char |
|
Import Invoices File Format (US and CA Region)
The following is the file format for loading invoices if the CO/TAXTYPE parameter is SALES. 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.
Invoice Header Section
Position | Description | Required | Format | Default |
1 | A sequential number which can repeat for sections | Yes | 999999 |
|
2 | Customer Code | Yes | Char |
|
3 | Invoice Date | No | Date | Today |
4 | Invoice Gross Amount | Yes | Dec(2) |
|
5 | Source Module | No | Char | SL |
6 | Transaction Type | No | Char | SINV |
7 | VAT Amount | No | Dec(2) | 0.00 |
8 | Due Date | No | Date |
|
9 | Discount Date | No | Date | Blank |
10 | Discount Amount | No | Dec(2) | 0.00 |
11 | Retention Amount | No | Dec | 0.00 |
12 | Invoice Description | Yes | Char |
|
13 | Sales Analysis Code | No | Char |
|
14 | Customer Reference | Yes | Char |
|
15 | Invoice Number | No | Char | SL/AUTOREF |
16 | Contract, Department, Sector | No | Char | Pipe-separated list |
17 | Currency Code | No | Char |
|
18 | Internal Reference | No | Char |
|
Distribution Section
If multiple distribution lines are required then the sequence number for the header must be repeated and the distribution details added without repeating the Invoice Header details.
Position | Description | Required | Format | Default |
19 | Distribution Amount | Yes | Dec(2) | 0.00 |
20 | Analysis Type (1,2,3,5) 1-Contract 2-Asset Code 3-General Ledger 5-Workshop | Yes | Integer |
|
21 | Analysis | Yes | Char |
|
22 | Description | No | Char |
|
23 | Quantity | No | Dec(2) |
|
24 | Unit of Measure | No | Char |
|
25 | Sales/Use Tax Code | Yes | Char |
|
Invoice Line Section
This is optional. If multiple invoice lines are required then the sequence number for the header must be repeated and the invoice details added without repeating the Invoice Header details.
Position | Description | Required | Format | Default |
36 | Part Number | Yes | Char |
|
38 | Quantity | Yes | Dec(8) |
|
39 | Unit of Measure | Yes | Char |
|
40 | Price | Yes | Dec(4) |
|
41 | Value | Yes | Char |
|
| VAT Code | No | Char |
|
22 | Description | No | Char |
|
20 | Analysis Type (1,2,3,5) 1-Contract 2-Asset Code 3-General Ledger 5-Workshop | Yes | Integer | Analysis type |
21 | Analysis | Yes | Char |
|
Payment Section
This is an optional section.
If multiple payment lines are required then the sequence number for the header must be repeated and the distribution details added without repeating the Invoice Header details.
Sequence | Description | Required | Format | Default |
35 | Cheque Number | Yes | Int |
|
36 | Date | Yes | Date |
|
37 | Amount | Yes | Dec |
|
38 | Discount | Yes | Dec |
|
39 | Bank Account | Yes | Char |
|
40 | Deposit Date | No | Date |
|
41 | Deposit Reference | No | Char |
|
Screen and Processing Changes
Import Invoices
Import Invoices is a new routine for loading Sales Ledger invoice 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 Invoices Workspace, where they can be validated, and there are options to make amendments, clear the workspace, or load the data into Coins ERP+.
Import Invoices Screen
Field | Description |
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 invoices to be loaded. |
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 Invoices - Electronic Invoice Load
An option on Load Electronic Invoices allows you to load the invoices to the workspace rather than loading them directly to an invoice batch.
Load Electronic Invoices Screen
Import Invoices Workspace
Import Invoices Workspace allows you to verify invoice data which was imported using Import Invoices, before loading it into Coins ERP+.
The initial browse shows a single row for each import.
Import Invoices Workspace
Field | Description |
Internal Reference | The automatically-generated internal reference for the loaded data.
A link on this column gives access to the individual invoices. |
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:
|
Import Invoices Workspace - Actions
The following actions are available on the Import Invoices 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 invoices can be loaded into Coins ERP+.
Post Workspace allows you to load the invoices 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 Invoices - Imported Item Workspace
Clicking the link in the Internal Reference column on the Import Invoices Workspace screen takes you to the Invoice Import screen. This consists of two tabs: Import and Imported Invoices. An actions menu is available, which allows you to run the same actions for the import as on the Import Invoices Workspace browse.
Import Tab
The Import tab shows the header details from the Import Invoices Workspace screen.
Imported Invoices Tab
The Imported Invoices tab lists the invoices in the import.
Imported Invoices Workspace - Imported Invoices Tab
The final column, Validation Notes, shows:
Blank if the Validate Workspace action has not been run, or if the invoice data has been changed since Validate Workspace was last run.
Validated if the invoice has been validated and no errors were found.
Validation errors found if the invoice has been validated and errors were found. Details of the errors are shown on the Validation Notes tab of the invoice details.
An action menu item allows you to move unposted invoices to a different import header.
To open an invoice and make corrections, click the Open (
) button. All invoices must pass validation before they can be posted into Coins ERP+.
Updated Imported Invoice
