External Files Interface¶
The purpose with this document is to describe the functionality in the External Files Interface, a general tool kit that handles input and output of text files
The processing of input and output files can be executed online or in batch mode. If batch mode is used then the files are read from or written to an FTP server using IFSCONNECT. See External File Assistant and Batch Process for more information.
The External Files toolkit introduces the following basic definitions:
-
External File Types
A file type is more or less associated with one interface and describes the data that the interface can handle.
-
External File Templates
A file template defines the file layout for input as well as for output files. This means that it is possible to create different file layouts that reads the data associated with one file type
Other external interfaces in IFS Financials External Currencies Interface, External Voucher Interface, External Supplier Invoice Interface and External Customer Invoice Interface are interacting with the External Files toolkit. When e.g. external supplier invoices are loaded through the External Supplier Invoice Assistant, it actually means that the External File Assistant is executed but with the restriction to only present valid template applicable for supplier invoices. All data/transactions will be handled and stored by the External Files toolkit, but of course each specific interface has to take care reading or creating the interface specific data.
System defined external file types and file templates will be created in the database during installation to enable a quick start-up for the end-user. The External Files toolkit can be used to create user-defined file templates, tailored for a specific file layout.
Use this page when you want find get detailed knowledge about the External File Interface, i.e. what it consists of and how to use it.
Functional Overview¶
The External Files toolkit can be divided in two parts, Basic Data and General Utilities.
Basic Data related functionality
Functionality | Description |
---|---|
External File Type | Each External File Type specifies that data that the interface associated with the file type can handle |
External File Template | An External File Template describes how to interpret a file with data valid for a specific file type. It also specifies how to format data during creation of an output file. |
External File Separators | Specifies valid file separators in an external file |
Default External File Template | Enables definition of a default file template per file type and company |
Copy | File templates can be copied. |
Pre-Defined Definitions | During installation of IFS Financials some pre-defined file types and file templates are defined. These file types and file templates are considered to be system defined. The purpose is to supply default definitions that can be used more or less instantly after the installation |
General Utilities related functionality
Functionality | Description |
---|---|
External File Assistant | This is a general assistant that handles load of an input file or creation of an output file for any valid combination of external file type and external file template |
External File Transactions | The External File Transactions page makes it possible to view details of any performed input or output operation. It can also be used as a toolbox where each step in the input or output process can be executed |
External File Identities | A file template may contain definitions of control columns that during input will be used to build an identity string that is stored. Control column definitions are during input verified against stored identities to avoid reading and processing the same data more than once. |
External File Log | The log contains information for each step performed during the input or output process |
The Input Process¶
The steps in the input process are,
- Read the file and store the lines as External File Transactions
- Unpack the file transaction lines into separate column using defined control statements for the file temp
- Call an interface, API, that has the responsibility to fetch valid unpacked data and process it
The Output Process¶
The steps in the output process are,
- Call an interface, API, that has the responsibility to create output data and define it as.External File Transactions.
- Pack the data according to template instructions to file lines.
- Write the file lines to an output file.
External File Types¶
An External File Type is normally associated with an interface in a component and it defines the data that can be handled by this interface.
An External File Type consists of the following basic data definitions,
- General file type data
- Record Types A file type must contain at least one record type.
- Column Definitions for a Record Type Each record type has a definition of one or more possible columns.
- Available Parameters Parameters can be associated with a file type. The parameters are used during input or output in the External File Assistant where the user supplies values for the parameters.
- Parameter Sets A file type can have one or more parameter sets. One parameter set can be defined as the default one.
- Parameters Per Parameter Set Available parameters are associated with a parameter set.
For analysis of defined file types, External File Types page can be used.
The following system defined file types are created during an installation/upgrade of IFS Financials,
External File Type | Description |
---|---|
BankStatement |
Associated with the Bank Statement interface in Payment. Note that Bank Statement files can only be loaded via the External File Assistant |
BudgetPeriod |
Associated with the budget interface in General Ledger, used to import or export budget period data from/to file |
BudgetTemplate |
Associated with the Budget Process, used to import or export budget template information from/to file |
BudgetTransaction |
Associated with the Budget Process, used to import or export budget template transactional data from/to file |
BudgetYear |
Associated with the budget interface in General Ledger, used to import or export budget year data from/to file |
CashPlanAdjustment |
Associated with Cash Planning, used to import or export Cash Plan Adjustments. |
DescribeInput |
Internal file type in External Files, used when creating an example output file for a file template |
EuSalesTax |
|
ExtAdjJournal |
Associated with Group Consolidation, used to import adjustment journals. |
ExtCurrency |
Associated with the External Currency interface in Accounting Rules, used to load a file with currency rates to a company |
ExtCustInv |
Associated with the External Customer Invoices interface in Invoice, used to load a file with external customer invoices. |
ExtCustPayment |
Associated with the External Payment Interface in Payment, used to load a file with customer payments to a company |
ExtFAObjectImport |
Associated with Importing Fixed Asset Objects using templates. |
ExtFileImpEmp |
Internal file type in External Files used when creating an export or import of a file type and all related data. |
ExtFileInsCreate |
Internal file type in External Files used when creating a file with insert instructions for a file type and all related data. |
ExtMixedPayment |
Associated with the External Payment Interface in Payment, used to load a file with bank account balances and payments related to customer and supplier |
ExtPayment |
This file type is used internally by the external interface in Payment. |
ExtPosPayCheck |
Associated with the Supplier Check payment, used to export Positive Pay files. |
ExtRepBal |
Associated with Group Consolidation, used to import reporting journals related to external reporting entities. |
ExtSuppInv |
Associated with the External Supplier Invoices interface in Invoice, used to load a file with external supplier invoices. |
ExtSuppPaymRet |
Used to handle supplier payment return file |
ExtVoucher |
Associated with the External Vouchers interface in Accounting Rules, used to load a file with external vouchers. |
GermanReturnTax |
Used to handle German specific return tax file |
GrossIncome |
Associated with the Tax Ledger. Used for output purposes |
JinsuiExport |
Used for export of Jinsui specific info |
JinsuiImport |
Used for import of Jinsui specific info |
MandateToPi |
Used for creation of mandate file to a payment institute |
PlanUnitTransactions |
Associated with the Planning Unit interface. Used to import or export planning unit transactions. |
RemoveTrans |
Internal file type in External Files to be used when ordering a job that removes transactions in the External File Transactions storage. |
SAF-T |
Associated with the Standard Audit File For Tax File. Note that SAF-T files can only be created via the Audit Interface Assistant. |
SICORE |
Associated with the Tax Ledger. Used for output purposes of specific SICORE reports (Argentina). |
SnapCons |
Associated with the Snapshot Export functionality in Consolidated Accounts. |
TaxTempExpCreate |
Associated with Tax Ledger |
TaxTempField |
Associated with Tax Ledger. Used for output/creation of tax reports |
All these file types can be used in External File Assistant.
One external file type can be referenced by several external file template definitions.
External File Type¶
This page is used to view file type definitions that describes the contents of a file to be handled by the External Files toolkit.
To navigate to the page, select Details on one or more file types in the External File Types page.
Every file type needs at least one Record Type. Each record type has a detailed specification that defines the columns that are valid when interpreting a file line of this type.
Definitions for System Defined file types are pre-defined.
Record Type ID | Description | Record Set Identity | First In Record Set | Last In Record Set | Mandatory Record | Parent Record Type |
---|---|---|---|---|---|---|
H | Supplier Invoice Head | 1 | Yes | No | Yes | |
N | Supplier Invoice Installment | 1 | No | No | No | I |
I | Supplier Invoice Item | 1 | No | No | Yes | H |
V | Supplier Advance Invoice | 1 | No | No | No | H |
O | One-Time Supplier Specific Information | 1 | No | No | No | H |
P | Supplier Invoice Posting | 1 | No | No | No | I |
T | Supplier Invoice Tax | 1 | No | No | No | I |
A | Supplier Invoice | 2 | Yes | Yes | Yes |
The table shows the record types for system defined file type ExtSuppInv.
This file type has two available record sets,
- Records set 1 is used for detailed specification of invoice header, invoice line, posting information, installment data and tax lines.
- Record set 2 is an all-in-one record type that can be used when each external invoice can be described on one single line.
Detailed information for the some of the columns in the detail section,
Column | Description |
---|---|
Record Set Id | Identity that can be connected to several Record Type IDs. The purpose is to be able to group several record types into one record set. A file can contain several record sets, each one described by one or several record type |
First In Record Set | Indicates the record type must be the first section in a file when a new record set is found. The check box is always selected if the file type contains only one record set |
Last In Record Set | Indicates if the record type must be the last section in a file when handling a record set. Options First In Record Set and Last In Record Set are selected if the file type contains only one record set |
Mandatory Record | Indicates if the record type is mandatory |
Parent Record Type | Optional. Defines the parent record type for the current record type and must refer to an existing record type. Parent Record Type cannot be the same as the Record Type ID. The field is used during the interpretation of a record set to sort the records in appropriate order |
View Name | Optional. Defines the view name to be used by the general output method. The general method for output is called External_File_Utility_API.Create_External_Output and can be defined as Api To Call on the Output Files tab for a file template. The general method will use the view name when extracting the record type related column data for output files. The view name cannot be defined manually |
Input Package | The field defined the package name to be used by the general input method. The general method for input is called External_File_Utility_API.Create_External_Input and can be defined as Api To Call on the Input Files tab for a file template. In this case the general method will try to access the standard methods New__ and Modify__ in the Input Package when the unpacked file data is processed. The input package cannot be defined manually |
Commands in header section,
- External File Template Will navigate to the External File Template detail page and show all file templates having a reference to the current file type (i.e.
ExtSuppInv
) - External File Type Parameter Definition Will navigate to a page where parameter data for the file type can be specified.
- External File Load Parameters This command will be enabled if the interface that is associated with the file type has a parameter page with specific load parameters for that interface.
Commands in detail section,
- External File Column Definition Will navigate to the External File Column Definition page, where details for each record type is defined.
External File Column Definition¶
Use this page to view valid column definitions for each record type in an external file type definition.
To navigate to this page, click on one or more record types in the External File Type page and select the command External File Column Definition.
System-defined file types usually don't require any modifications using this page since the column definitions are pre-defined.
Detailed Information,
Column | Description |
---|---|
Column ID | This is the identity of the column. This identity is referred to on the detail tab in the External File Template page. |
Description | Name or description of the column |
Mandatory | Determines whether the column is mandatory when the file type is used in a file template definition. |
Destination Column | Specifies the destination column in the External File Transaction storage. Possible values are C1-C80 , N1-N40 , and D1-D20 |
Data Type | Specifies what type of data the column can contain. Possible values are,
|
Command in header section,
-
Opens the External File Template detail page and show all file templates having a reference to the current file type (i.e.
ExtSuppInv
)
External File Type Parameter Definition¶
Use this page to define input and output parameters associated with a file type. The parameters are used when the execution of an input or output file is ordered, e.g., in the External File Assistant page.
Use the tab Available Parameters define the available input and output parameters associated with an external file type. Parameters are used by pages related to the external interface where an execution of an input or output file is ordered. The parameters used can be one, several, or all of the available parameters.
Information related to detail columns,
Column | Description |
---|---|
Parameter Number | This is the number of the file type parameter, defined as a number. The number also defines the input order when parameters are listed on the parameter page in the External File Assistant |
Parameter ID | This is the internal identity of the file type parameter. There are a few identities that can be recognized by the External Files toolkit. These are,
|
Description | Name or description of the file type parameter. This field is supported by translation. |
Browsable Field | If this is selected, it is possible to get the value for the parameter through the file browser. |
Help Text | Help text for the parameter shown in the general parameter input dialog,available e.g. in the External File Assistant page. The field is supported by translation. |
Validate Method | Name of method, "<package_name>.<method_name>" to be used for validation of the parameter value during input. File type parameter identities can be used as parameters to the method, e.g. Currency_Type_API.Exist(COMPANY,CURRENCY_TYPE) where COMPANY and CURRENCY_TYPE will be replaced by the actual input values of these parameters. |
List of Values View | Name of a view to be used as List Of Values view for this parameter in the External File Assistant |
Enumerate Method | Name of a method, "<package_name>.<method_name>" to be used to create an enumeration list for the parameter during input in the External File Assistant |
External File Type Parameter Sets¶
Use the list Parameter Sets in the External File Type Parameter Definition page to define parameter sets associated with an external file type.
A parameter set makes it possible to define different combinations of available input or output parameters. The parameter sets can be referred to in External File Assistant where an import or export of an external file is ordered.
A parameter set can be used for both input and output files, but if the parameters for input files differ from those for output files, then different parameter sets must be defined.
Only one parameter set can be defined as the default one.
Commands from parameter sets list ,
-
External File Parameters Per Set
Will navigate to the External File Type Parameter Set Definition page, that displays parameters associated with each parameter set for the current file type.
-
Create Parameters Per Set From Available Parameters
This options can be used to create parameters in a parameter set, by adding all available parameters to the set.
External File Type Parameter Set Definition¶
Use this page to define the parameters that will be associated with a file type parameter set. Parameter sets can be referred to in external dialogs/assistants, whenever there is a need to import or export an external file.
Detailed Information,
Column | Description |
---|---|
Parameter Number | This is the number of the file type parameter that was defined in the External File Type Parameter Definition - Available Parameters page. |
Description | Name or description of the file type parameter. This field is not editable |
Default Value | This is the default value that will be displayed for the parameter as, for example, in the External File Assistant page. It can be a fixed value, it can refer to a system value or it can be defined with no value (in which case the field will appear empty) Available system values are, <USER_ID> - User id in current session<COMPANY> - The current user's default company <SYSDATE> - The system date at execution time <CURR_TYPE> - Default currency rate type for the current company with respect to the base currency <BASE_CURRENCY> - Base currency for the current company If <COMPANY> is specified, then at runtime the current default company (for the current user) will be used as the default value. Note that when the company-related default values, <CURR_TYPE> and <BASE_CURRENCY> are evaluated, the company must be known. Company is normally specified via another parameter.How the system values are evaluated depends on the implementation for each file type. For system-defined file types, a special method will be registered during installation/upgrade that can take care of the default parameter value evaluation via the parameter IDs and the specified default values. In this case, the parameter representing company (it usually has parameter ID COMPANY ), is given the default value <COMPANY> or is given a fixed default value. In either case, the specific method will understand how to evaluate the value of company before evaluating the value of another parameter such as <CURR_TYPE> |
Mandatory Param | Select this option if the parameter should be mandatory in the External File Assistant page |
Show At Load | Select this option if the parameter should be displayed in the External File Assistant page |
Editable At Load | Select this option if the parameter should be possible to edit in the External File Assistant page |
External File Template¶
External File Templates defines how to unpack/pack a file lines in/to a text file.
The following can be defined for a file template:
- General data
- Specific data for Input Files Must be supplied to enable a template as an input file template.
- Specific data for Output Files Must be supplied to enable a template as an output file template.
- Input or output file template unpack or pack control options.
- Template detail information
Valid file separators are defined separately.
For analysis of defined file templates External File templates page can be used.
The following system defined file templates are are created during an installation/upgrade of IFS Financials,
External File Template | External File Type | Description |
---|---|---|
BudgetPeriod | BudgetPeriod | Associated with the budget interface in General Ledger, defining a standard budget period file |
BudgetYear | BudgetYear | Associated with the budget interface in General Ledger, defining a standard budget year file |
CUP_BASSOC | ExtCustPayment | File Template used to read a customer payment file for Banker Associate File - Domestic Payments in JPY, Japan |
CUP_BGMAX | ExtCustPayment | Template for bankgiro BGMAX |
CUP_BGMAXQ | ExtCustPayment | Template for bankgiro BGMAX (No22,23) |
CUP_DDAGNOR | ExtCustPayment | File Template used to read a customer payment file for Direct Debiting, in NOK, Norway |
CUP_DDBGSEK | ExtCustPayment | File Template used to read a customer payment file for Bankgiro, Direct Debiting in SEK, Sweden |
CUP_DDNAGSEK | ExtCustPayment | Template for direct debiting new autogiro, Sweden |
CUP_DDPGSEK | ExtCustPayment | File Template used to read a customer payment file for Post giro, Direct Debiting in SEK, Sweden |
CUP_DEDUCTION | ExtCustPayment | Generic File Template to read customer payment advice file with deductions. |
CUP_KTL_FI | ExtCustPayment | File Template used to read a customer payment file for KTL Reference Domestic Payments in EUR, Finland |
CUP_MANDATE_TO_PI | MandateToPi | Mandate to Payment Institute file template |
CUP_MT940NLABN | ExtCustPayment | Template for MT940 ABN AMRO Netherland |
CUP_OCRBGSEK | ExtCustPayment | File Template used to read a customer payment file for Bankgiro, OCR Domestic Payments in SEK, Sweden |
CUP_OCRDKK | ExtCustPayment | File Template used to read a customer payment file for OCR Domestic Payments in DKK, Danmark |
CUP_OCRNOR | ExtCustPayment | File Template used to read a customer payment file for OCR Domestic Payments in NOK, Norway |
CUP_OCRPGSEK | ExtCustPayment | File Template used to read a customer payment file for Postgiro OCR Domestic Payments in SEK, Sweden |
CUP_REMADV | ExtCustPayment | Generic File Template to read EDI remittance advice file with deductions. |
CUP_TOTALIN | ExtCustPayment | Plusgirot Total In, Sweden |
CashPlanAdjustment | CashPlanAdjustment | File Template used for Cash Plan Adjustments. |
DescribeInput | DescribeInput | Internal file template used when creating an example file describing how to input data for a specific file template. |
EuSalesTax | EuSalesTax | German EU Sales Tax file template |
ExtAdjJournal | ExtAdjJournal | External Consolidation Adjustment Journal |
ExtFAObjectImport | ExtFAObjectImport | Associated with Importing Fixed Asset Objects using templates. |
ExtFileExpImp | ExtFileExpImp | Internal file template used when creating an export or import of a file type and all related data |
ExtReportedBalances | ExtRepBal | Reported Balances |
GermanReturnTax | GermanReturnTax | German Return Tax file template |
IIBBBuenosAiresCity | GrossIncome | File template used when creating a tax report in Tax Ledger for Buenos Aires City (Argentina) |
IIBBBuenosAiresStatePurch | GrossIncome | File template used when creating a purchase tax report in Tax Ledger for Buenos Aires State (Argentina) |
IIBBBuenosAiresStateSales | GrossIncome | File template used when creating a sales tax report in Tax Ledger for Buenos Aires State (Argentina) |
IIBBCatamarcaState | GrossIncome | File template used when creating a tax report in Tax Ledger for Catamarca State (Argentina) |
IIBBChacoState | GrossIncome | File template used when creating a tax report in Tax Ledger for Chaco State (Argentina). |
IIBBCorrientesState | GrossIncome | File template used when creating a tax report in Tax Ledger for Corrientes State (Argentina). |
IIBBMendozaState | GrossIncome | File template used when creating a tax report in Tax Ledger for Mendoza State (Argentina) |
IIBBNeuquenState | GrossIncome | File template used when creating a tax report in Tax Ledger for Neuquen State (Argentina) |
IIBBTucumanState | GrossIncome | File template used when creating a tax report in Tax Ledger for Tucuman State (Argentina) |
JinsuiExport | JinsuiExport | Standard Jinsui Export File |
JinsuiImport | JinsuiImport | Standard Jinsui Import File |
MXP_MT940DE | ExtMixedPayment | File template used to load bank statement of accounts for MT940 Germany (Version of the MT940 swift file format used in Germany) |
PlanUnitTransactions | PlanUnitTransactions | Associated with the Planning Unit interface. Standard planning transaction file template. |
RemoveTrans | RemoveTrans | Internal file template used when ordering a job that removes transactions in the External File Transactions storage. |
SAF-T Norwegian Template | SAF-T | Associated with the Standard Audit File For Tax File. This is used to create the SAF-T xml file. |
SICORE | SICORE | Standard file template for SICORE output files in Tax Ledger |
SRF_BGSWE | ExtSuppPaymRet | Bankgiro Return BGSWE |
SRF_BR_237_CP | ExtSuppPaymRet | Brazilian 237-CP layout return file from bank |
SRF_PGFOR | ExtSuppPaymRet | Plusgiro Foreign Return PGFOR |
SRF_PGSWE | ExtSuppPaymRet | Plusgiro Domestic Return PGSWE |
STDBNKSTAT | BankStatement | File template describing a standard bank statement file |
STDCIN1 | ExtCustInv | File template to be used to read a file with external customer invoices, where each invoice is described by a header line, item lines, posting lines and tax lines. |
STDCIN2 | ExtCustInv | File template to be used to read a file with external customer invoices where each invoice is described on one single line |
STDCURR | ExtCurrency | File template describing a standard file with currency rates |
STDFICURR | ExtCurrency | File template describing a standard currency rate file for the Finnish market |
STDFRBNKSTAT | BankStatement | File template describing a standard bank statement file for the French market |
STDPAY | ExtPayment | File template for standard payments |
STDSIN1 | ExtSuppInv | File template to be used to read a file with external supplier invoices, where each invoice is described by a header line, item lines, posting lines, tax lines and installment lines |
STDSIN2 | ExtSuppInv | File template to be used to read a file with external supplier invoices where each invoice is described on one single line |
STDSIN3 | ExtSuppInv | Standard Supplier Invoice File A (eInvoice) |
S |