Presentation is loading. Please wait.

Presentation is loading. Please wait.

A P P E N D I X A UNIVERSAL BRIDGE - EXTERNAL FILE FORMATS This Appendix outlines the requirements for the external files that are used for the Cougar.

Similar presentations


Presentation on theme: "A P P E N D I X A UNIVERSAL BRIDGE - EXTERNAL FILE FORMATS This Appendix outlines the requirements for the external files that are used for the Cougar."— Presentation transcript:

1 A P P E N D I X A UNIVERSAL BRIDGE - EXTERNAL FILE FORMATS This Appendix outlines the requirements for the external files that are used for the Cougar Mountain Universal Bridge feature. This feature imports transactions into several of the Cougar Mountain Accounting core and Add- On modules: General Ledger, Accounts Receivable, Accounts Payable, Inventory, Order Entry, Payroll, and Bank Reconciliation.

2 Import External Transaction File The External File option allows you to import unposted transactions from an external data file. The option to import is accessed from different menus within these modules, as shown in the table below. The following pages contain the external file requirements for each module. Table 2:1 ModuleMenu Option General LedgerJournal / Generate Journal Entries From / External File Bank ReconciliationEnter Activity / Generate Activity From / External File Accounts PayableEnter Bills / Generate Bills From / External File PayrollEnter Payroll / Track Daily Units / Generate Transactions From / External File Accounts ReceivableTransaction / Generate Transactions From / External File InventoryAdjustments / Generate Adjustments From / External File Order EntryManager / Generate Orders From / External File 752Cougar Mountain Accounting

3 Requirements for Importing Transactions from an External File To import transactions from an external file in the above modules, do the following: 1. Select the import option from the appropriate menu (see previous table in this section). 2. Create a new batch into which to import or generate transactions. ote Transactions can only be imported into or generated in an empty batch. If you are in single batch mode, you must post or clear any unposted transactions that are currently in the batch before you can import. Requirements for Importing Transactions from an External File Transactions can only be imported into or generated in an empty batch. If you are in single batch mode, you must post or clear any unposted transactions that are currently in the batch before you can import. The following window appears: 3. Select one of the following file types that describes the file you want to import: Column Position File (fixed length): Each field in the file to be imported starts at a specific position and contains a fixed number of characters. This file type is sometimes referred to as fixed length. Tab Delimited File: The fields in the file to be imported are separated by tabs. Universal Bridge - External File Formats753

4 Requirements for Importing Transactions from an External File Semi-Colon Delimited File: The fields in the file to be imported are separated by semi-colons. 4. Select Begin Import to start importing the transactions, or Cancel to exit without importing. Import Transaction Validation When transactions are imported, each piece of information is checked to make sure it is in an acceptable format, required fields are not empty, etc. See the following pages for the field definitions for each module. Printing the Import Error Report If errors were detected during the import process, an error report is generated, and a message appears. To print the error report, do the following. 1. When the error report message appears, click OK. Depending on the defaults you set for print options in your Module Preferences, the Print Options window may appear. 2. If the Print Options window appears, select the report destination: Printer, Screen, or File. If you select Printer or Screen, specify Laser or Dot Matrix. If you select File, type the output file name. The default is REPORT.TXT. If you regularly save to a file, the new file will append to the end of the existing file, so you will not lose previously saved information. 3. Enter the number of copies to print. By default, one copy will print, unless you enter a different default number in your Module Preferences, or unless you select File or Screen as the report output destination. 4. Select OK to print the report or Cancel to exit without printing. 754Cougar Mountain Accounting

5 Requirements for Importing Transactions from an External File Correcting Errors While it may be possible to correct some of the errors on the error report in the Cougar Mountain batch file, we recommend clearing the batch, correcting the errors in the external file, and then importing again. ote Certain information, such as dates, will be required at posting, but will not be required at the time of import. Be sure to print an Edit Report and review it carefully prior to posting. If errors are detected at posting, an error report will be generated. Use this to correct your entries. Using the following instructions, correct any errors prior to posting the batch. Correcting Errors in the External File 1. Edit the transactions in the external file, as necessary. 2. Clear the transactions you previously imported. The menu option used will vary depending on the module. 3. Import the file again. For more information, see Import External Transaction File on page 752. Correcting Errors in the Imported Batch 1. Select the option that allows you to enter transactions from the main menu of the module with which you are working. For example, in Accounts Payable, select the Enter Bills option on the Enter Bills menu. 2. Use the Find button to locate and select the transaction(s) you want to change. 3. Select Edit to change the transaction, and update it as needed. 4. Save the corrected transaction. Universal Bridge - External File Formats755

6 Requirements for Importing Transactions from an External File When you import transactions from an external file using one of the Universal Bridge options, the information in the file being imported must be in the correct format to be written to the Cougar Mountain files. For example, fields must be of the correct lengths and be delimited as expected. Date Formats The import will accept the following date formats: YYYYMMDD__....If the import is based on column position, then two spaces will be required on the end of this format to accept the dates correctly. Without the two spaces, the record size will be incorrect. MM/DD/YYYY.....When using this date format, be sure to use all 4 digits of the year. If all four digits are not used, the date may not be imported correctly. ote Certain information, such as dates, will be required at posting, but will not be required at the time of import. Be sure to print an Edit Report and review it carefully prior to posting. If errors are detected at posting, an error report will be generated. Use this to correct your entries. 756Cougar Mountain Accounting

7 Requirements for Importing Transactions from an External File External Files The external files must be named as follows, where xxx is your companys three-character company code. These files must be located in the CMSWIN directory (or wherever your Cougar Mountain software is installed). General Ledger:.....GLEXT.xxx Accounts Receivable:......AREXT.xxx Order Entry:....OEEXT.xxx Inventory:......INEXT.xxx Accounts Payable:.....APEXT.xxx Payroll:.....PREXT.xxx Bank Reconciliation:....BREXT.xxx The external file must be in one of the following file formats: column position (sometimes referred to as fixed length), semicolon delimited, or tab delimited. The user must indicate which of these formats will be used when they start the import process. When information is imported from the external file, it will be imported into one or two files (see the information contained later in this section) in the batch selected by the user. The selected batch must be empty or an error message will display. Depending on the module you are using, the following files in the selected batch are updated, where xxx is your companys three-character company code, and aaa represents your batch identity. General Ledger:.....xxxGDaaa.DBF and xxxGJaaa.DBF Bank Reconciliation:....xxxBTaaa.DBF and xxxBLaaa.DBF Accounts Payable:.....xxxAIaaa.DBF and xxxAEaaa.DBF Order Entry:....xxxOTaaa.DBF and xxxOLaaa.DBF Payroll:.....xxxPRDLY.DBF Accounts Receivable:......xxxATaaa.DBF and xxxALaaa.DBF Inventory:......xxxIHaaa.DBF Universal Bridge - External File Formats757

8 General Ledger File Format Transaction numbers will be generated automatically based on the next available number in the batch. The file will contain multiple records, each having a CR/LF at the end and an H or D as the first character. Records with an H at the beginning are header or master records, and subsequent records with a D at the beginning are the detail lines (sometimes referred to as child lines) for that header record. The remaining pages in this section describe the external file formats for each of the above modules. ote In the tables on the following pages, the Field Len column shows the maximum length of the field; any characters over the specified length will be truncated. Fields in column position files must be the exact length specified, whereas fields in semicolon or tab delimited files may be shorter. General Ledger File Format The following tables show the requirements for the external file that is used to import General Ledger journal transactions. The first table shows the file definitions for the header record, and the second table shows the file definitions for the detail records. Table 3: General Ledger Header Record (xxxGJaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len Header Identifier101Char-CapsYes Use to identify Header Type = HRow Transaction Date1002Date Yes 1 GLJHDATE Posting Reference1512Char-CapsYes GLJHREF Trans Description5027CharacterNoGLJHTDES End of Record0277Yes Nowhere/used as record separator Record Length is 78 characters 758Cougar Mountain Accounting

9 General Ledger File Format If the Transaction Date is invalid, an error will be printed on the Import Error Report. If the Transaction Date is blank, it will be imported as is. Universal Bridge - External File Formats759

10 Accounts Receivable File Format Table 4: General Ledger Detail Record (xxxGDaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len Detail Identifier101Char-CapsYes Used to identify Detail Type = DRow Account Number3002Char-CapsYes GLJDACCT Detail Description5032CharacterNoGLJDTDES Debit/Credit Flag182Character Yes 1 GLJDCREDIT Transaction Amount1483Numeric No 2 GLJDAMOUNT (11.2) End of Record0297Yes Nowhere/used as record separator Record Length is 98 characters otes The Debit/Credit Flag must either be blank or contain a D for debit or a C for credit. If left blank, the field defaults to D. The C must be in the field for credit transactions to process correctly. If the Transaction Amount is a negative number, then the import process reverses the debit/credit flag and makes the transaction amount positive. Accounts Receivable File Format The following tables show the requirements for the external file that is used to import Accounts Receivable transactions. The first table shows the file 760Cougar Mountain Accounting

11 Accounts Receivable File Format definitions for the header record, and the second table shows the file definitions for the detail records. Table 5: Accounts Receivable Header Record (xxxATaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len Header Identifier101Char-CapsYesUse to identify Header Type = HRow Customer Number2002Char-CapsYesARTHCUST Source Document1522Char-CapsYesARTHDOC Transaction Date1037DateARTHDATE Yes 1 Transaction Code447Char-CapsYesARTHTCODE (2,3,4,5,6,7,9) Description3051CharacterNoARTHTDES Terms Code281Char-CapsNoARTHTCODE Transaction Amount1483NumericNoARTHAMOUNT (11.2) Electronic? Flag197Char-CapsNoARATEFT (Y or N) Bank Account Code0398Char-CapsNoARTHBANK Discount Amount14101NumericNoARTHDISC CC Payment1115NumericNoARTHCCPMT CC Code4116CharacterNoARTHCRCD CC Number20120CharacterNoARTHCRNO CC Exp Date5140CharacterNoARTHCREX CC Authorization15145CharacterNoARTHCRAU Code CC Processed Flag1160Numeric NoARTHCPROC (1=Yes, 0=No) CC Authorization1161NumericNoARTHCRFL (1=Yes, Flag0=No) CC PCCharge10162CharacterNo.ARTHCCPCTN TransNum Universal Bridge - External File Formats761

12 Accounts Receivable File Format Table 5: Accounts Receivable Header Record (xxxATaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len CC Address20172CharacterNoARTHCRADDR CC Zip9192CharacterNoARTHCRZIP CC Clerk6201CharacterNoARTHCLERK End of Record02207Yes Nowhere/used as record separator Record Length is 208 characters otes If the Transaction Date is invalid, an error will be printed on the Import Error Report. If the Transaction Date is blank, it will be imported as is. A blank entry in the Electronic (EFT) field will be treated the same as a 0 (No). If AR is not integrated to BR then the Bank Account Code field in the Import File will instead be the 3-character EFT Account Code. Table 6: Accounts Receivable Detail Record (xxxALaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len Detail Identifier101Char-CapsYes Used to identify Detail Type = DRow Document to Pay1502Char-CapsNoARTLDOC Discount Override117Numeric R: No 1 ARTLDISC {0-9} Discount Amount14(11.2)18NumericNoARTLDISAMT Apply Amount14(11.2)32NumericYes ARTLAMOUNT End of Record0246Yes Nowhere/used as record separator Record Length is 47 characters 762Cougar Mountain Accounting

13 Order Entry File Format otes If the Discount Override has a value of 8, then the discount used will be the amount in the Discount Amount field. (0-No Discount; 1-Discount #1; 2- Discount #2; 3-Discount #3; 4-Discount #4; 5-Discount #5; 8-Special Discount; 9-Normal Discount). Order Entry File Format The following tables show the requirements for the external file that is used to import Order Entry transactions. The first table shows the file definitions for the header record, and the second table shows the file definitions for the detail records. Table 7: Order Entry Header Record (xxxOTaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Length Header Identifier101Char-CapsYesUsed to identify Type = HHeader Row Shipping Customer2002Char-CapsYesOETHNUM Shipping Address3522CharacterNoOETHADD1 Shipping Address3557CharacterNoOETHADD2 Shipping Address3592CharacterNoOETHADD3 Shipping Address35127CharacterNoOETHADD4 Cash/Check/CC/Chg1162NumericYesOETHPAY (0-Cash; 1-Check; 2- CCard; 3-AR Charge) Transaction Type1163NumericYesOETHTYPE (0-Normal; 1-Hold; 2- Quote; 3-Work Order) Invoice Number15164Char-CapsYesOETHINVNO PO Number20179Char-CapsNoOETHPONUM Ship Via Code6199Char-CapsNoOETHSHIP Universal Bridge - External File Formats763

14 Order Entry File Format Table 7: (Continued) Order Entry Header Record (xxxOTaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Length Department Code2205Char-CapsYesOETHCODE Salesperson Code3207Char-CapsNoOETHSPC Sales Tax Code6210Char-CapsNoOETHTXCD Terms Code2216Char-CapsNoOETHTERM Discount Code2218Char-CapsNoOETHDSCD Check Number15220Char-CapsNoOETHCKNO Check Authorization20235CharacterNoOETHCKAU Check Account20255Char-CapsNoOETHCKAC Number Check Routing9275Char-CapsNoOETHCKRN Number Check Drivers Lic No15284Char-CapsNoOETHLINO Credit Card Code4299Char-CapsNoOETHCRCD Credit Card Number20303Char-CapsNoOETHCRNO Credit Card15323CharacterNoOETHCRAU Authorization Expiration Date5338DateNoOETHCREX CC Authorization1343NumericNoOETHCRFL Flag (1=Yes, 0=No) Check/CC Processed1344NumericNoOETHCPROC Flag (1=Yes, 0=No) Credit Card Address20345CharacterNoOETHCRADDR Credit Card Zip9365CharacterNoOETHCRZIP Invoice Date10374DateYes¹OETHIDATE Order Date10384DateNoOETHODATE Shipping Date10394DateNoOETHSDATE User Defined Field CharacterNoOETHGUDF1 User Defined Field CharacterNoOETHGUDF2 764Cougar Mountain Accounting

15 Order Entry File Format Table 7: (Continued) Order Entry Header Record (xxxOTaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Length User Defined Field 315(11.2)464NumericNoOETHGUDF3 User Defined Field 415(11.2)479NumericNoOETHGUDF4 User Defined Field DateNoOETHGUDF5 Printed Flag1504NumericNoOETHPTFLG (1=Yes, 0=No) Shipping Phone12505CharacterNoOETHSPHN Shipping Fax12517CharacterNoOETHSFAX Update Price from IN1529NumericNoOETHPRICE Credit Card10530CharacterNoOETHCCPCTN PCCharge Trans Residential Flag1540NumericNoOETHRESFLG End of Record02541YesNowhere/used as record separator Record Length is 542 characters otes1. If the Transaction Date is invalid, an error will be printed on the Import Error Report. If the Transaction Date is blank, it will be imported as is. 2. The F.O.B. field was a Character field in DOS; in Windows it is a Numeric field. 3. The Batch Number field (OETHBNUM) will be populated with the batch selected. 4. The following fields will be calculated after importing: OETHTOT, OETHTXAM, OETHTAX, and OETHTOTSA. 5. A blank entry in the CC Authorization Flag, Check/CC Processed field, or Check Printed? field, will be treated the same as a 0 (No). 6. If you have disallowed certain payment types to any of your customers, you will still be able to import any payment type using the Universal Bridge. The Allowable Payment Type function only operates in the Order Entry window. Universal Bridge - External File Formats765

16 Order Entry File Format Table 8: Order Entry Detail Record (xxxOLaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Length Detail Identifier101Char-CapsYesUsed to identify Detail Type = DRow Line Type202NumericYes,OETLLTYPE (1,2,3, 9,11, 12,13) Stock/Code2004Char-CapsOETLSTK Yes 1 Stock Location2024Char-CapsNoOETLSTKLOC Description4544CharacterNoOETLDES Sales Dept Code289Char-CapsNoOETLCOCD Salesperson Code391Char-CapsNoOETLSPCD Sales Tax Code694Char-CapsNoOETLTXCD Comment Code4100Char-CapsNoOETLCC Taxable1104Numeric Yes 2 OETLTAX (1=Yes, 0=No) Promotional Code10105Char-CapsNoOETLPROMO Discount %8115NumericNoOETLDIPC Quantity Ordered14(9.4)123NumericNoOETLOQTY Quantity Shipped14(9.4)137NumericNoOETLSQTY Quantity Back Ord14(9.4)151NumericNoOETLBQTY Unit Price14(9.4)165NumericNoOETLPRICE Promotional Price14(9.4)179NumericNoOETLPRI2 Serial Number20193Char-CapsNoOETLSER User Defined CharacterNoOETLDUDF1 User Defined CharacterNoOETLDUDF2 User Defined 315(11.2)273NumericNoOETLDUDF3 User Defined 415(11.2)287NumericNoOETLDUDF4 766Cougar Mountain Accounting

17 Bank Reconciliation File Format Table 8: (Continued) Order Entry Detail Record (xxxOLaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Length User Defined DateNoOETLDUDF5 Misc. Price 114(9.4)313NumericNoOETLMSCCHG Base Price14 (8.4)327NumericNoOETLBASE Original Price14 (8.4)341NumericNoOETLORGPRC BOM Parent Flag2355NumericNoOETLBOMPAR Sub BOM Flag2357NumericNoOETLSUBBOM End of Record2359YesNowhere/used as record separator Record Length is 360 characters otes1. For all transaction types except 2, 9, and 12, the Stock Code field requires a valid stock number or Non-Inventory Code. 2. The Taxable field defaults to 0 if left blank. If these transactions are to be taxed, the 1 must be included and a valid Sales Tax Code must be imported to the header record. Bank Reconciliation File Format The following tables show the requirements for the external file that is used to import Bank Reconciliation transactions. The first table shows the file definitions for the header record, and the second table shows the file definitions for the detail records. Table 9: Bank Reconciliation Header Record Field DescriptionFieldPos Data TypeReqMaps To Length Header Identifier101Char-CapsYes Use to identify Header Type = HRow Bank Account Code302Char-CapsYes BRTHCODE Universal Bridge - External File Formats767

18 Bank Reconciliation File Format Table 9: Bank Reconciliation Header Record Field DescriptionFieldPos Data TypeReqMaps To Length Check/Doc Number2005Char-CapsYesBRTHCKNO Payee Description3525CharacterYesBRTHPYCODE Memo Description3060CharacterNoBRTHMEMO Payee Address 13590CharacterNoBRTHADDR1 Payee Address CharacterNoBRTHADDR2 Payee City20160CharacterNoBRTHCITY Payee State2180Char-CapsNoBRTHSTATE Payee Zip Code30182CharacterNoBRTHZIP Bank Account3212Char-Caps BRTHBNKTO No 1 Transfer To Transaction Type1215NumericYesBRTHTYPE 0=Check 1=Deposit 2=Deduction 3=Addition 4=Bank Charge 5=Transfer 6=Void Category Type6216Char-CapsBRTHCAT No 2 Check Printed?1222NumericNoBRTHPRINT 0=N/A 1=No 2=Yes Transaction Date10223DateBRTHDATE Yes 3 Transaction Amount15(11.2)233Numeric No 4 BRTHAMOUNT Transfer GL Account30248Char-CapsBRTHGL No 5 Print Comment30278CharacterNoBRTHCOMENT Print Comment Flag1308NumericNoBRTHCOMETF (1=Yes, 0=No) 768Cougar Mountain Accounting

19 Bank Reconciliation File Format Table 9: Bank Reconciliation Header Record Field DescriptionFieldPos Data TypeReqMaps To Length End of Record02309Yes Nowhere/used as record separator Record Length is 310 characters otes1. The Bank Account Transfer To field is required only for Transfer type transactions. 2. Category Type is the same as Category Code. Examples of Category Code would be: ADMIN, SALES, or SHIP, which are established by selecting Category Code on the Options menu (see the Category Codes section of the Bank Reconciliation users guide). 3. If the Transaction Date is invalid, an error will be printed on the Import Error Report. If the Transaction Date is blank, it will be imported as is. 4. For transfers, the Transaction Amount needs to be entered. For all other types this amount will be calculated based on the detail. The Transaction Amount consists of a + or - sign, followed by 11 digits, a decimal point, and 2 decimals. 5. If BR is integrated to GL and the transaction type is a transfer, then the Transfer GL Account field is required. Table 10: Bank Reconciliation Detail Record (xxxBLaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Length Detail Identifier101Char-CapsYesUsed to identify Type = DDetail Row Line Description4002CharacterNoBRTDDES GL Expense Acct3042Char-CapsYes, IfBRTDGL BR is integrat ed to GL Universal Bridge - External File Formats769

20 Inventory File Format Table 10: Bank Reconciliation Detail Record (xxxBLaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Length Inv/Doc Number1572Char-CapsNoBRTDIVNO Detail Amount15(11.2)87NumericYesBRTDAMOUNT Cash Deposit1102NumericNoBRTDCASH (1=Yes, 0=No) End of Record02103YesNowhere/used as record separator Record Length is 104 characters otes The GL Expense Account is required only when BR is integrated to GL. Inventory File Format The following table shows the field definitions for the external file that is used to import Inventory transactions. Before importing, you will be prompted for Default Addition and Subtraction Codes. Any transaction that is imported with a blank transaction code will get the default based on the Transaction Type flag. (0-Addition, 1-Subtraction). Table 11: Inventory Record (xxxIHaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len Stock Number2001Char-Caps YesINTHSTOCK Source Document1521Char-Caps YesINTHDOC Transaction Date1036Date Yes 1 INTHDATE 770Cougar Mountain Accounting

21 Inventory File Format Table 11: Inventory Record (xxxIHaaa.dbf) Field DescriptionFieldPosData TypeReqMaps To Len Transaction Type146NumericNoINTHTYPE - Not required, since the Transaction Code will indicate the Transaction Type. Transaction Desc5047CharacterNoINTHDES Bill Of Materials Type197NumericNoINTHBTYPE (0=No, 1=Yes) Cost14(9.4)98NumericNoINTHCOST Quantity14(9.4)112NumericNoINTHQTY Serial Number20126Char-CapsYes, only INTHSERIAL for Serialize d item Location (MLI Only)20146Char-CapsYes, onlyINTHLOC if MLI To Location (MLI Only20166Char-CapsYes, onlyINTHTOLOC - Transfers)for MLI Transfer Types Transaction Code4186Char-CapsYesINTHTRCODE End of Record2190YesNowhere/used as record separator Record Length is 191 characters Notes If the Transaction Date is invalid, an error will be printed on the Import Error Report. If the Transaction Date is blank, it will be imported as is. Universal Bridge - External File Formats771

22 Accounts Payable File Format The following tables show the field definitions for the external file that is used to import Accounts Payable transactions. The first table shows the file definitions for the header record, and the second table shows the file definitions for the detail records. Table 12:Accounts Payable Header Record (xxxAIaaa.dbf) Field DescriptionFieldPosData Type ReqMaps To Len Header Identifier101Char-Caps -YesH determines a Header Type = Hrecord Vendor Number2002Char-CapsAPTIVENDOR No 1 Invoice Number1522Char-CapsYesAPTIINVOIC Check Number1537Char-CapsAPTICHECKN No 2 PO Number2052CharacterNoAPTIPONUM Address Line One3572CharacterNoAPTIADDR1 Address Line Two35107CharacterNoAPTIADDR2 Address Line Three35142CharacterNoAPTIADDR3 Address Line Four35177CharacterNoAPTIADDR4 Paid Out Flag1212Char-CapsNoAPTIPAID (P - Saves 1 in (P=Yes)APTIPAID) Immediate Check1213Char-CapsNoI (check/not printed)- FlagSaves 1 in APTIIMMED and 1 in APTICHECK; C (Check Printed) - Saves 1 in APTIIMMED and 2 in APTICHECK Electronic (EFT) Flag1214NumericAPAIEFT (1=Yes, 0=No) No 3 (1=Yes, 0=No) Invoice Date10215Date Yes 4 APTIINDATE Due Date10225DateYesAPTIDUDATE 772Cougar Mountain Accounting

23 Accounts Payable File Format Table 12: (Continued) Accounts Payable Header Record (xxxAIaaa.dbf) Field DescriptionFieldPosData Type ReqMaps To Len Discount Due Date10235DateYesAPTIDSDATE Check Date10245DateNoAPTICHDATE GL Date10255DateYesAPTIGLDATE Discount Dollar/1265NumericNoAPTIDISCF: 0=Dollar; Percent Flag1=Percent Discount Rate17266NumericNoAPTIDISC: if APTIDISCF is 0 then this should be a dollar amount (11.2 format); if the value is 1, then this should be a percentage not greater than 100% (3.4 format) Bank Account Code3283Char-CapsNoAPTIBANK GL Cash Account30286Char-CapsNoAPTICASH 1099 Applicable Flag1316NumericNoAPTI1099F (1=Yes, 0=No) Unique Check30317NumericNoAPTICOMENT Comments Unique Check1347NumericNoAPTICOMETF (1=Yes, Comments Flag0=No) CC Payment Flag1348NumericNoAPTICCPMT (1=Yes, 0=No) CC Vendor #20349CharacterNoAPTICCVEN End of Record2317YesNowhere/used as record separator Record Length is 370 characters Notes1. The Vendor Number is not required if the paid out flag is set to P. Otherwise, the number is required. Universal Bridge - External File Formats773

24 Accounts Payable File Format 2. The Check Number will not be required upon import, but will at time of posting. To assign check numbers during check printing, see Printing Checks on page 496 for more information. 3. If AP is not integrated to BR, the Bank Account Code field in the import file will instead be the 3-character EFT Account Code. 4. If the Invoice Date is invalid, an error will be printed on the Import Error Report. If the Transaction Date is blank, it will be imported as is. 5. A blank entry in the Paid Out field, Immediate Check field, or Electronic (EFT) field, will be treated the same as a 0 (No). Table 13: Accounts Payable Detail Record (xxxAEaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len Detail Identifier101Char-CapsYesUse to identify Detail Type = DRow Line Type102Numeric {1-3,YesAPTELTYPE 5-7} Stock/Description2003Char-CapsAPTESTKDES No 1 Expense Account3023Char-Caps No 2 APTEGLEXP Prepaid Account3053Char-CapsAPTEGLPREP No 3 Discount Flag183NumericNoAPTEDISCOK (1=Yes, 0=No) Discount Amount1584NumericNoAPTEDISC Serialized Inv Flag199NumericNoAPTESER (1=Yes, 0=No) Serial Number20100Char-CapsYes, only APTESERIAL for serialized inventory Expense Date10120DateYesAPTEEXDATE Quantity14(8.4)130NumericNoAPTEQTY Cost Per Unit14(8.4)144NumericNoAPTEUNCOST 774Cougar Mountain Accounting

25 Accounts Payable File Format Table 13: (Continued) Accounts Payable Detail Record (xxxAEaaa.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len Cost Per Unit14 (8.4)158NumericNo, onlyAPTEUNCOSP Percentused if this is an allocation Code entry Landing per Unit15(11.2)172NumericNoAPTELAND Inventory Location20187Char-CapsYes, ForAPTELOC (MLI Only)Inventory lines in MLI Allocation Child1207NumericNoAPTEALCHIL (1=Yes, Flag0=No) (1=Yes, 0=No) 1099 Type2208NumericNoAPTE1099T End of Record2210YesNowhere/used as record separator Record Length is 211 characters otes1. The Stock Number is required for line types 5 and 15. Otherwise, the information is optional. 2. The Expense Account number is required for line types 1, 2, 3, 11, 12, or 13. Otherwise, the information is optional. 3. The Prepaid Account number is required for line types 2 or 12. Otherwise, the information is optional. 4. If you are importing a future type invoice and want to use 00/00/00 as the Expense Date, you will need to change this date after importing. See Editing Bills on page 465 for more information. 5. A blank entry in the Discount field, Serialized Inventory field, or Allocation Child field will be treated the same as a 0 (No). Universal Bridge - External File Formats775

26 Payroll File Format The following table shows the field definitions for the header record of the external file that is used to import Payroll transactions. Each record in the import file is a transaction in the Daily file. If an employee already has information for a specific day, the Daily Sequence (PRDLLINE) will be incremented up to 99. The user will need to make sure not to import the same file, because it will create duplicate entries by increasing the Daily Sequence counter. Table 14: Payroll Record (xxxPRDLY.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len Employee Number2001Char-CapsYesPRDLNUM Transaction Date1021DatePRDLDATE Yes 1 Department Code631Char-CapsNoPRDLDEPT Rate Code237NumericPRDLPRNUM No 2 (0-99) Regular Units14(8.4)39NumericNoPRDLUREG Other Time 1 Units14(8.4)53NumericNoPRDLUOT1 Other Time 2 Units14(8.4)67NumericNoPRDLUOT2 Vacation Units14(8.4)71NumericNoPRDLUVAC Other Leave Units14(8.4)95NumericNoPRDLUOTHER Sick Leave Units14(8.4)109NumericNoPRDLUSICK Regular Pay15(11.2)123NumericNoPRDLPREG Other Time 1 Pay15(11.2)138NumericNoPRDLPOT1 Other Time 2 Pay15(11.2)143NumericNoPRDLPOT2 Vacation Pay15(11.2)168NumericNoPRDLPVAC Other Leave Pay15(11.2)172NumericNoPRDLPOTHER Sick Leave Pay15(11.2)197NumericNoPRDLPSICK Additions to Gross15(11.2)203NumericNoPRDLPADD 776Cougar Mountain Accounting

27 Payroll File Format Table 14: Payroll Record (xxxPRDLY.dbf) Field DescriptionFieldPos Data TypeReqMaps To Len State Tax Code5228Char-CapsNoPRDLSTAXC Project Code10233Char-CapsNoPRDLPROJ End of Record2243YesNowhere/used as record separator Record Length is 244 characters otes1. If the Transaction Date is invalid, an error will be printed on the Import Error Report. If the Transaction Date is blank, it will be imported as is. 2. If0 is entered to the Rate Code field, the pay rate and units from the imported record are used; if 1-99 are entered to this field, the corresponding pay rate from the employee record is used. If this field is left blank, then a 1 will be inserted and Pay Rate 1 will be used. Universal Bridge - External File Formats777

28 Payroll File Format 778Cougar Mountain Accounting

29 G L O S S A R Y AccountingThe sequence of accounting activities performed during an accounting period. Activity Routine/ Accounting Cycle Accounting PeriodThe period of time covered by an income statement. One year is the accounting period for much financial reporting, but financial statements are also prepared by most companies for each quarter and each month. Accrual Basis ofThe practice of recording revenue in the period in which it is earned and Accountingrecording expenses in the period in which they are incurred. The effect on the business is recognized as goods or services are rendered or consumed, rather than when cash is received or paid. Acquisition CostsThe value of resources used to obtain an asset. These costs may be paid by short and long term debt, equity, cash, and can include both tangible and intan- gible costs. Applied CreditIn Accounts Receivable, a credit memo that reduces the amount remaining to be paid on a specific debit item, instead of merely reducing the total amount owed on the account. Applied DebitIn Accounts Payable, a credit memo that reduces the amount remaining to be paid on a specific credit item, instead of merely reducing the total amount owed on the account. Applied PaymentIn Accounts Receivable, a payment that reduces the amount remaining to be paid on a specific debit item, instead of merely reducing the total amount owed on the account. Apply TypeThis is established when adding Benefit/Deduction/Addition/Tip Codes to PR employee master records. The Apply type specifies how a code calculates and applies each pay period.

30 Glossary AR CodeA two-character alphanumeric code attached to customer master records and used to categorize customers. The AR Code is used in the Interface Table to specify a GL Accounts Receivable account. AssetsThe economic resources owned by a business for the purpose of conducting business operations. Audit ProcessAn accounting activity involving the independent review of accounting records to ensure accuracy of those records. The audit process is aimed at finding any deviations from generally accepted accounting principles. Audit TrailThe documentation of transactions for use by consumers and auditors of finan- cial statements to substantiate the authenticity and accuracy of the financial statements. Also, a report available in the General Ledger module that provides a chronological listing by account of the entries posted to each account. BackupsPeriodically updated copies of computer data that ensure against total loss of data from a catastrophic event. Balance ForwardAn AR customer type specified by the AR Code in which all open invoices are compacted into a single monthly balance at the end of each month. See Also Open Item. BankA report, or the process of preparing it, that lists the outstanding items com- Reconciliationprising the difference between the bank statement balance and the company checkbook balance. Batch ProcessingA transaction processing method that allows for multiple transactions to be entered and edited prior to posting. Batch StatusThe activity status associated with each batch of transactions. The status is viewable through the Batch Status Report for modules set up for multiple batch processing. A batch of transaction can be accessible and able to accept addi- tional transactions or inaccessible because posting has been initiated. Batch TypeBatch types are identified in the Batch Status Reports, with each type of batch containing different transaction types. In Order Entry and Point of Sale, there are two types of batches, invoice transaction batches and recurring batches. In Accounts Payable, there are invoice batches and payment batches. 780Cougar Mountain Accounting

31 Glossary BenefitBenefit earned by employee such as; vacation, sick-leave, insurance, bonus, etc. Calendar MonthA period of the Gregorian calendar of time measurement beginning on January or Year1 and ending on December 31. Cash Basis ofThe practice of recording revenue when received in cash and recording Accountingexpenses when they are paid in cash. Cash FlowA statement of sources of cash receipts and purpose of cash disbursements Statementused to explain the change in the Cash account balance. Cash KeyAn indicator that identifies a transaction as a cash transaction and determines which General Ledger Cash account is affected. Cash Sale InvoiceAn invoice that documents the exchange of goods or services for cash or a cash instrument such as check, credit card, money order, or bank draft. Charge SaleAn invoice that documents the exchange of goods or services for a promise of Invoicefuture payment. Chart of AccountsA list of the General Ledger accounts and corresponding account numbers used to record the events of a business. Closing EntriesJournal entries made at the end of the year for closing revenue and expense accounts and transferring the balance to the owners capital account (Retained Earnings). CompanyA set of ledgers, accounts, and data files already set up in the accounting pro- Templatesgram for a company to adopt to their own purposes. These templates elimi- nate a great deal of the work required in setting up a new company in the accounting program. ConsolidatedFinancial statements presenting the combined financial position and operating Financialresults of affiliated companies. Statements Context-SensitiveOnline instructional and explanatory text that is relevant to the specific opera- Helption being performed. Help is available throughout the software and changes with the screen and cursor position to coincide with the task at hand. A help button is available in some screens, and the default help key is F1. Glossary781

32 Glossary Contra AccountA ledger account which is deducted from a related account. Contra-AssetAn account with a credit balance that offsets an asset account to reflect the Accountappropriate balance sheet value for the asset. CreditAn amount entered in the right-hand column of a ledger account. A credit decreases an asset or expense account balance, and increases a liability, equity, or income account balance. Credit MemoA document issued that reduces the amount of a receivable or increases the amount of a payable. These are used to record returned goods, defective goods or services, miscellaneous charges or credits, and error corrections. CustomCompanies established from scratch in which you set up all Profile variables Companiesrequired for operation. Days to LoseThe number of days after a sale that an early payment discount is available. Discount DebitA debit increases an asset or expense account balance, and decreases a liability, equity, or income account balance. Debit MemoA document issued that reduces the amount of a payable. These are used to record returned goods, defective goods or services, miscellaneous charges or credits, and error corrections. DeductionSum or amount deducted from pre-tax or after-tax wages. Default EntryA value placed in a data entry field that is recorded as the entry to the field unless overridden to a different value. Department CodeA Profile Code that defines the sales departments within a company. Depart- ment Codes determine which General Ledger income accounts are affected by a sales transaction. Detail Line TypeThe type of transaction item entered on a particular line of a transaction docu- ment. Detail SectionThat portion of a transaction document that shows the itemized detail of the transaction. 782Cougar Mountain Accounting

33 Glossary Discount CodeA two part code established in Order Entry or Point of Sale which specifies a discount percentage by inventory item and customer. One half of the code is entered on the customer master record and the other half is entered as part of each Inventory master record. DocumentsThe original evidence of a business transaction such as checks, sales receipts, or a cash register tape. Double-EntryA system in which the total dollar amount of debits must equal the total dollar Accountingamount of credits. System Due Date ControlAn indicator that specifies how the due date of a payable is determined. For instance, a due date can be determined by counting off a number of days from the transaction date or from the first day of the next month. Due Date DaysThe number of days used in conjunction with the due date control to determine the due date of a payable. EarningsWages, salary, or other recompense earned by working. Edit ReportA listing of entered but not posted transactions for checking the accuracy of the data entry work. EFT (Payroll)Electronic Funds Transfer. The electronic transfer of funds from one bank account to another via modem in an encrypted format. Charges are made auto- matically through the Federal Reserves automated Clearing House (ACH). EFTPS (Payroll)Electronic Federal Tax Payment System, must be used to make electronic deposits. EIC (Payroll)Earned Income Credit EIN (Payroll)Employer Identification Number Entire AccountingThe sequence of accounting activities performed during an accounting period. Cycle EquitySee owners equity. Glossary783

34 Glossary Exceptions ReportAny report that emphasizes the abnormal rather than the normal status. In Accounts Payable, the Cash Requirements Report can be considered an excep- tions report since it shows invoices that are due but not paid. ExpenseThe cost of goods or services used up for the purpose of generating revenue. ExpenseThe process of allocating indirect expenses of a business among departments Allocationto measure the performance of each department. Extended PriceThe result when the quantity invoiced is multiplied by the price per unit. The total for a detail line on an invoice. FactorA secondary party attached to an Accounts Payable vendor to whom you make invoice payments. If a vendor is factored, you typically purchase items from the vendor, but make payments for those items to the associated factor. FICA (Payroll)Federal Insurance Contributions Act Social Security. Tax paid equally by employee and employer FIFO (first in, firstAn inventory valuation method based on the assumption that the first item out)acquired is the first item sold, and that the remaining items are the most recently acquired. Flag (noun)A flag is an indicator that can be set to signify one of a small number of possi- ble conditions. Flags are most commonly used to signify which of an either-or situation exists. For instance, a journal entry is either a debit or a credit. When entering journal entries, we set a flag to 0 to signify a debit or to 1 to signify a credit. Flag (verb)To set a flag on a data record. Usually used when one particular flag setting indicates a need for special attention. Form 940 (Payroll)Employers Annual Federal Unemployment (FUTA) Tax Return. Form 941(Payroll)Employers Quarterly Federal Tax Return. Form 945 (Payroll)Annual Return of Withheld Federal Income Tax. FUTA (Payroll)Federal Unemployment Tax (see Form 940). 784Cougar Mountain Accounting

35 Glossary GL KeyTwo character alphanumeric entries found in various codes throughout the accounting modules that are used in the Interface Table to specify an associated GL account. Gross Profit onThe result when the cost of goods sold is subtracted from the revenue from Salessales. Held InvoiceA sales invoice that is retained in the batch for further action. A held transac- tion remains in the batch and does not post until it is retrieved and released. Header SectionThe portion of a transaction document that contains general transaction infor- mation applying to all aspects of the transaction. Header information includes items such as names and addresses of the parties involved, the transaction date, and payment terms. HistoricTransactions from the past that are entered to provide an accurate history of Transactionsbusiness operations. These transactions commonly were recorded in some other accounting system and now are being entered in the new system so as to be reflected in reports generated from the new system. IncomeRevenue resulting from the operations of a business. Interface CodeA combination of determinants that represents a combination of circumstances surrounding a transaction. It specifies which General Ledger accounts are affected by a transaction conducted under the associated set of circumstances. Interface KeyOften used interchangeably with GL Key. See GL Key. Interface TableA cumulative table of Application Interface Codes that directs posting of trans- actions from Order Entry, Point of Sale and Accounts Receivable to the appro- priate General Ledger accounts. It is analogous to a lookup table that contains every possible set of transaction circumstances and the accounts affected by transactions conducted under each set of circumstances. IntegrationsIndicators set within the Module Preferences window of each module that specifies communication of posted information between modules. InventoryThe practice used to assign costs to Inventory items sold. Valuation Method Glossary785

36 Glossary Invoice OnlyA Purchase Order transaction that invoices items that were previously received Transactioninto Inventory but not invoiced. InvoiceAn itemized statement of goods or services sold that shows quantities, prices, total charges, payment terms, and sales tax. An invoice might also include many other items of information such as item description. The invoice serves as the original evidence of ownership transfer for both the buyer and seller. Landing CostsThe costs of acquiring inventory besides the purchase cost. Sales tax and freight charges can be landing costs. LiabilitiesThe claims against the assets of a business. The debts or financial obligations of a business. Line Item TypesThe different types of transactions that can be documented on a detail line of an invoice. LIFO (last in, firstAn inventory valuation method based on the assumption that the last item out)acquired is the first item sold, and that the remaining items are the first acquired. Magnetic MediaMethod of saving data in a report format to tape or disk in order to submit the (Payroll)report electronically, rather than on paper. Master FilesThe files that hold the records containing general information about the partic- ipants or objects of transactions within a module. In General Ledger the mas- ter file contains the account names, numbers, and balances. In Accounts Receivable the master file contains the customer names, numbers, balances, and other general information. In Inventory the master file contains the inven- tory item descriptions, stock numbers, and cost and quantity information. Master RecordsThe individual records found in a master file. General information about the participants or objects of transactions within a module. ModuleOne of the functional applications of Cougar Mountain Software for Windows. Modules available are General Ledger, Accounts Receivable, Accounts Pay- able, Order Entry, Point of Sale, Inventory, Payroll, Bank Reconciliation, and Data Exchange. 786Cougar Mountain Accounting

37 Glossary Nested Tax CodesA set of Sales Tax Codes that are set up to charge tax on a sale for more than one taxing agency. The total for all agencies is assessed on the sale, and the amounts for the individual agencies are recorded separately. Non-InventoryA Profile Code that defines product categories that are not Inventory items. Code Open ItemA line item from a receivable or payable transaction that has an amount remaining to be paid or applied. Operating CapitalCurrent assets minus current liabilities. The net amount of liquid resources available to finance business operations. Operator IdentityA label attached to an invoice batch to identify the transactions in the batch. OrientationUsed to define how a report will print, such as Portrait (oriented vertically) or Landscape (oriented horizontally). Other TimeIn Payroll, units worked at other than the regular pay rate, such as overtime units. OutstandingChecks issued on a bank account that have not been presented to the bank for Checkspayment. Owners DrawAmounts of cash or other assets removed from the business by the owner and/ or the account used to record them. Owners EquityThe resources invested in a business by the owner plus profits retained in the business. The amount by which the assets of a company exceed liabilities. Paid OutAn Accounts Payable invoice paid to a vendor that does not have a vendor record established in the AP module. Also, a PO made out to a vendor that does not have a vendor record established in the AP module. PeriodicOccurring at regular time intervals. Periodic ActivityA set of company specific transactions that reoccur on a regular basis, usually Cyclemonthly but sometimes quarterly and even yearly. PostingThe process of recording the effects of transactions in the general and subsid- iary ledgers. Glossary787

38 Glossary Profile CodesData records that define the company operations. These records are relatively unchanging and general in scope. They define such things as departments within a company, product categories, payables categories, receivables catego- ries, and company policies. ProfitThe amount by which the revenue from business operations exceeds the cost of operations. Recurring BatchA transaction batch that holds template invoices that can be generated time after time. It is used to invoice periodically recurring transactions without hav- ing to retype the information each time. Retained EarningsThe portion of owner or stockholder equity that is a result of profit earned by the business. SSN (Payroll)Social Security Number Stand-AloneA module of the accounting program that does not interact with other modules. ModuleAny of the modules can be used as stand-alone or as elements of a fully inte- grated accounting system. Standard CostAn Inventory valuation method by which the cost assigned to an Inventory item at the time of sale is a predetermined estimate. When the actual cost is recognized, any variance between standard and actual costs is posted to an inventory variance account and an expense adjustment account. Terms CodeA Profile Code in Accounts Receivable that outlines terms for early payment discounts and finance charges. When a Terms Code is attached to a transac- tion, the terms specified in the code apply to the transaction. Tips (Payroll)A gratuity paid in addition to earned wages. Trailer CharacterA designated character that always follows a printed field on a document. Trailer SpacesA designated number of blank spaces that follow a printed field on a document TransactionsBusiness events which can be measured in money. Unapplied DebitA debit in Accounts Payable that reduces the amount owed a vendor, but does not reduce the amount remaining to paid on a specific credit item. The unap- plied item is an open item until the full amount is applied. 788Cougar Mountain Accounting

39 Glossary Unapplied CreditA credit in Accounts Receivable that reduces the total amount owed by the customer, but does not reduce the amount remaining to be paid on a specific debit item. The unapplied item is an open item until the full amount is applied. UnappliedA payment in Accounts Receivable that reduces the total amount owed by the Paymentcustomer, but does not reduce the amount remaining to be paid on a specific debit item. The unapplied item is an open item until the full amount is applied. Units (Payroll)The number by which the pay rate is multiplied to calculate gross pay. The most commonly used units in Payroll calculations are hours, but other mea- sures of time or production can be used. Universal BridgeThe Cougar Mountain feature that imports unposted transactions from an external file. Modules that support this feature are General Ledger, Accounts Receivable, Accounts Payable, Inventory, Order Entry, Payroll, and Bank Rec- onciliation. User InterfaceThe means by which a computer user exchanges information with the com- puter. The menu and data entry screens are good examples of user interface. Prepaid ExpensesExpenses, such as rent and insurance, which are paid in advance. The unused portion of prepaid expenses are a balance sheet asset. W-2 (Payroll)Employee wage and tax statement, provided by the employer to the employee. W-3 (Payroll)Transmittal of Wage and Tax Statements. Information filed with the Social Security Administration by the employer. Weighted AverageThis method of inventory valuation divides the total cost of stock items avail- Cost Methodable to sell by the number of units available. Glossary789


Download ppt "A P P E N D I X A UNIVERSAL BRIDGE - EXTERNAL FILE FORMATS This Appendix outlines the requirements for the external files that are used for the Cougar."

Similar presentations


Ads by Google