External Vouchers Interface¶

The purpose of this document is to describe how to transfer external accounting transactions, vouchers, into the hold table in IFS/Accounting Rules, by reading and interpreting and processing text file based information.

External Vouchers Interface is based on External Files Interface, a general tool for loading and creating text files.

It is possible to describe different file layouts, so called File Templates.

Please refer to the Page Help and IFS Cloud Documentation for detailed information regarding how to specify File Templates.

Use this page when you want to load accounting transactions from an external system to IFS/Accounting Rules.

Process Import External Accounting Transactions¶

The process is started from External Voucher Assistant page.

The process has the following steps,

Load External Voucher File

The external voucher text file is loaded into the External Voucher Interface tables. The following sub steps are performed,
1. Load the text file information into External Files Interface.
2. Unpack the file information.
3. Transfer unpacked information to the External Voucher Interface.
Check External Vouchers

External Vouchers transferred from the file to the External Voucher Interface are checked with respect to rules in IFS/Accounting Rules, e.g. code string based rules.
Correct External Transactions

External transactions marked with an error code in the Check External Vouchers step must be corrected before they can be used to create new vouchers.
Create Vouchers

Create vouchers in IFS/Accounting Rules from externally loaded external vouchers

Standard File Structure¶

The structure of the file is described in External Files Interface by File Template STDVOU.

Example File (STDVOU):

201560651;2015;1910;;;;;;;;;;SEK;;;-100;;;-100;;;;;;Credit Text;;;;;;;2015-10-01;;;;;;;;;;;;;  
20156200160651;2015;3111;LKP;;;;;;;;;SEK;;;100;;;100;;;;;;Debet Text;;;;;;;2015-10-01;;;;;;;;;;;;;

Mandatory columns in the file are related to specified Grouping Criterion, described in section External Voucher Interface Parameters.

Col	Description
1	Voucher No
2	Accounting Year
3	Account
4	Code B
5	Code C
6	Code D
7	Code E
8	Code F
9	Code G
10	Code H
11	Code I
12	Code J
13	Currency Code
14	Currency Debit Amount
15	Currency Credit Amount
16	Currency Amount
17	Debit Amount
18	Credit Amount
19	Amount
20	Quantity
21	Process Code
22	Delivery Type Id
23	Tax Code
24	Project Activity Seq No
25	Text
26	Party Type Id
27	Reference Number
28	Reference Serie
29	Trans Code
30	Third Currency Debit Amount
31	Third Currency Credit Amount
32	Transaction Date
33	Load Group Item
34	Tax Direction
35	Tax Amount
36	Currency Tax Amount
37	Voucher Type
38	Event Date
39	Retroactive Date
40	Transaction Reason
41	Third Currency Amount
42	Third Currency Tax Amount
43	Currency Rate Type
44	Parallel Currency Rate Type

General Regarding File Handling¶

It is possible to load the file Online and Batch using External Files Interface.

The preparation that has to be done is to create the file and to make sure that,

The data is specified in correct order according to file template description.
That field separator, decimal symbol and date are defined according to file template description.

Setup External Voucher Basic Data¶

Setting up External Voucher Interface Parameters is in most cases a one-time operation, where the necessary parameters are defined for all different accounting transactions the company will receive.

Use the page External Voucher Basic Data to define the parameters used for the transfer.

This page is used to enter parameters defining e.g. how the external transactions should be grouped to vouchers, whether loaded transactions can be altered or not.

Please refer to the Page Help and Online Documentation for detailed information regarding the column setup.

There are 4 different possible values in Grouping Criterion:

Voucher No

Means that vouchers will be grouped by column Voucher No in the file.

If column Voucher Type exist in the file, vouchers will be grouped by column Voucher Type and column Voucher No.

Voucher Number Allocation has to be defined as Set When Created.

The voucher type entered in column Voucher Type must be defined to use Automatic Allotment.

Mandatory columns in file for this case are,

Column Name	Note
Account
Amount
Voucher No
Code B - Code J	Columns Code B to Code J can be mandatory depending on Code Part Demands defined for accounts in the file.

Transaction Date

Means that vouchers will be grouped by column Transaction Date in the file.

If this column is missing or empty in the file then Load Date will be used as Grouping Criterion.

Voucher Number Allocation must be set to Set When Created.

The voucher type entered in column Voucher Type must be defined to use Automatic Allotment.

Mandatory columns in file for this case are,

Column Name	Note
Account
Amount
Code B - Code J	Columns Code B to Code J can be mandatory depending on Code Part Demands defined for accounts in the file.

Group Item

Means that vouchers will be grouped by column Load Group Item in the file.

If column Load Group Item is missing or empty in the file, then only one voucher will be created for all transactions.

Voucher Number Allocation has to be set to Set When Created.

The voucher type entered in column Voucher Type must be defined to use Automatic Allotment.

Mandatory columns in file for this case are,

Column Name	Note
Account
Amount
Code B - Code J	Columns Code B to Code J can be mandatory depending on Code Part Demands defined for accounts in the file.

Invoice Number

Means that vouchers will be grouped by column Reference Number in the file.

Voucher Number Allocation has to be set to Set On Transaction.

The voucher type entered in column Voucher Type should not be defined to use Automatic Allotment.

Mandatory columns in file for this case are,

Column Name	Note
Account
Amount

Reference Numbers	Columns Code B to Code J can be mandatory depending on Code Part Demands defined for accounts in the file.

All lines with same value in the columns used for Grouping Criterion will be created as voucher rows belonging to the same voucher.