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 Window and Process documentations 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.
The process is started from Accounting Rules / Voucher / External Vouchers / External Voucher Assistant
The process has the following steps,
The external voucher text file is loaded into the External Voucher Interface tables.
The following sub steps are performed,
External Vouchers transferred from the file to to the External Voucher Interface are checked with respect to rules in IFS/Accounting Rules, e.g. code string based rules.
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 in IFS/Accounting Rules from externally loaded external vouchers
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 |
This version of IFS/Accounting Rules supports load of an external voucher file through External Files Interface.
It is possible to load the file Online using a client interface or
Batch
using Oracle's Utl_File
functionality.
The preparation that has to be done is to create the file and to make sure that,
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 window Accounting Rules / Voucher / External Vouchers / External Voucher Basic Data to define the parameters used for the transfer.
The window 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 Window and Process 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 n 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.
In the window System Parameters for Accounting Rules
(in Accounting Rules) it is possible to define a value for the parameter
SERVER_DIRECTORY.
By default the attribute
SERVER_DIRECTORY
has the parameter value
NULL
. As
long as NULL
is defined it will not be possible to run the External
Voucher Assistant in batch mode.
This must be a directory defined in the oracle database which is set to valid server path.
Specifying a directory example: (as appowner)
create or replace directory EXT_DIR as 'C:\OraDB\A\ExternalFiles';
Note: Oracle is deprecating the UTL_FILE_DIR initialization parameter with Oracle 12.2, therefore the previous use of UTL_FILE_DIR in System Parameters for Accounting Rules is also depricated now.