Appendixes > Advanced settings connection accounting software

This appendix describes the advanced settings of the connection between d-basics and accounting packages. Depending on the accounting package that is selected, only the settings that apply are enabled. Therefore it is possible that certain items that are described in this chapter are not available in d-basics.

TAB IMPORT

TAB 1A1) DEBTOR NUMBER

•Debtor search code

Check this option if the debtor search code must be used as the debtor number.

•7 digit debtor number

Check this option in case the selected accounting package uses a 7-digit debtor number.

•Use new debtor number field

In certain cases the debtor number is stored in two different fields. Check this option in case d-basics must use the debtor number stored in the field 'debcode' in stead of the debtor number stored in the field 'debnr'. (This option only applies to Exact Globe 2000).

TAB 1A2) DEBTOR FILTER

•Extra field for filtering purposes

Filters can be used to exclude information from export files. If desired, an extra field - containing filter information - can be imported from the debtor table for filtering purposes.

TAB 1A3) DEBTOR IMPORT FIELDS

•Import additional information fields

This option can be used to import three additional debtor fields from the database of the accounting package. To do so, click the drop-down menus and select the desired field.

The information imported from the selected fields is stored in d-basics and can be added to export files. This requires an additional setting, also see Tab Export, Sub tab 2A) Debtors/Creditors

•Combine address field 1 and address field 2

Select this option in case d-basics must combine the information of address field 1 and address field 2.

•Do not update country code

Check this option in case the country code must not be updated when information is imported from the accounting software. Use this option if manual changes to information in d-basics must not be overwritten the next time information is imported.

•Custom made functionality

This option is used to activate tailor made import functionality. Only use this option in close consultation with the d-basics Helpdesk.

TAB 1A4) ADDRESS FIELDS

•Remove ZIP codes from address fields

Check this option in case d-basics must remove postal codes from the address field.

•Import post address in stead of place of business

Check this option in case d-basics must import the post address in stead of the place of business

•Extract address information from combined address field

Check this option in case d-basics must extract zip codes and place of business information from a combined address field. The extracted information will be saved in separate database fields.

•Do not use default address fields

It is possible that address information is stored in other than the default address fields. In that case use this option to specify in which fields the address information is stored. After setting this option d-basics will import the address information from the alternative location(s).

TAB 1B1) INVOICE NUMBER

•Combine debtor number and invoice number

Check this option if the debtor number and invoice number must be combined to one string of characters. The debtor number will precede the invoice number.

•Remove characters from invoice numbers

Use this option to remove characters from invoice numbers. To do this, enter the characters that must be removed. In case more then one character must be removed, the ; sign must be used to separate those characters.

•Add proceeding zeros

Check this option in case proceeding zeros must be added to the invoice numbers (for sorting purposes).

•Select field containing the invoice number

Use this option to specify the database field from which the invoice number must be imported.

•In case of importing unallocated invoices, use the first X characters from the description field to derive the invoice number.

In case of importing unallocated invoices, d-basics can retrieve the invoice number from the description field. Use this option to specify the number of characters that must considered being part of the invoice number.

•Add journal number to invoice number

Invoice numbers in export files must be unique. Sometimes invoices within different journals can have the same invoice number. In that case check this option to add the journal number must to the invoice number. Since journals have unique numbers, this will result in unique invoice numbers.

•Add number of year to invoice number

Invoice numbers in export files must be unique. Since it is possible to reset the invoice number to 1 at the beginning of a book year, duplicate invoice numbers might occur. In that case check this option to add the number of the year to the invoice number. This will result in unique invoice numbers.

•Use the first X characters from the description field to derive the invoice number.

This option offers the possibility to extract the invoice number from the description field. Specify the number of characters an invoice consists of.

•Add proceeding character to invoices with positive invoice amount

This option offers the possibility to add one or more characters to an invoice number of positive invoices. The additional characters will be placed in front of the original invoice number. To use this option enter the character(s) that must be added to the invoice number.

•Add proceeding character to invoices with negative invoice amount

This option offers the possibility to add one or more characters to an invoice number of negative invoices. The additional characters will be placed in front of the original invoice number. To use this option enter the character(s) that must be added to the invoice number.

•Use financial mutation number as invoice number

Check this option in case the financial mutation number (from the accounting package) must be used as invoice number.

TAB 1B2) INVOICE FILTER

•Import extra field from outstanding items file for filtering purposes

This option offers the possibility to import extra information - from the database table with outstanding items information - for filtering purposes. Use the drop-down menu to select the field from which the information must be imported.

•Import extra field from invoices file for filtering purposes

This option offers the possibility to import extra information - from the database table with invoice information - for filtering purposes. Use the drop-down menu to select the field from which the information must be imported.

•Adjust query

By pushing the button 'Extra condition' a window is opened the offers the possibility to add additional conditions to the select query that is used to select invoice information from the database of the accounting package. The additional conditions must have the format of an SQL statement.

TAB 1B3) IMPORT FIELDS INVOICES

•Extra date field

It is possible to import an extra date field. Use this option to specify the database field from which this extra date must be imported.

•Custom made functionality

This option is used to activate tailor made import functionality. Only use this option in close consultation with the d-basics Helpdesk.

TAB 1B4) IMPORT ACTIONS

•Maximum age invoices

Invoices that exceed a maximum age will not be imported. The default maximum age is 60 days.

•Only import invoices

If this option is checked, only the invoices will be imported. In this case the outstanding amounts will be skipped and importing information will go faster. Only use this option in case information regarding the outstanding amounts is not needed.

•Use the outstanding items in case an invoice module is not present

Check this setting in case accounting software does not have an invoice module and the outstanding items must be used as substitute.

•Only import invoices without letters

Check this option if invoices with invoice numbers containing different characters then ciphers must not be imported.

•Only import outstanding amounts with ledger number ...

D-basics can select which outstanding amounts must be imported based on ledger numbers. Use this option to specify which ledger number(s) must be imported. Use a comma to separate in case there are more then one ledger numbers.

•Only import outstanding amounts with document type ...

D-basics can select which outstanding amounts must be imported based on the document type of this outstanding amount. Use this option to specify which document type(s) must be imported. Use a comma to separate in case there are more then one document types.

•Import invoices with an invoice date that lays in the future

Check this option in case invoices that have an invoice date that lays in the future must be imported.

•Do not import invoice lines

This option can be used to disable importing invoice lines

•Import invoices that have not yet been made definite

Check this option in case invoices that have not yet been made definite in the accounting package must also be imported.

TAB 1B5) EXPIRY DATE

•Do not import expiry dates

Check this option in case expiry dates must not be imported.

•Standard expiry date

Enter a standard expiry date in those cases that the expiry date cannot be imported from the accounting software. This value will be used for all invoices.

•Departure date = expiry date

Check this option in case the departure date must be considered to be the expiry date of an invoice (this setting applies to accounting packages for travel agencies).

TAB 1B6) C/W/D

•Use database table with cheques information to import outstanding amounts

Check this option in case the database with cheques information must be used to import the outstanding amounts.

•Use the following filter information to import cheques and wissels

Use this option to specify filter values that must be used to identify cheques. It is possible to enter more than one value, these values must be comma separated.

TAB 1B7) HISTORY

•Save Outstanding amounts history

D-basics can save outstanding amounts information. Use this option to specify after how many import events information may be overwritten.

TAB 1C) LEDGERS

•History ledger information

Use this option to specify how many years of ledger information must be imported.

TAB 1D) GENERAL

•Copy database files

If this option is checked d-basics first creates a copy of the database files before information is imported from the accounting package (the copied database files are used to import information).

TAB EXPORT

TAB 2A) DEBTORS / CREDITORS

•Fields address information

In the database of the selected accounting package, several fields can be used to store address information. Select the fields that must be imported in case not only Field 1 should be imported.

•Export additional information fields

D-basics can import additional information from the debtors file of the accounting package. To do so, click the drop-down menu(s) and select the position (field) in the export file that must be used to store the information. This setting can be used to add the additional information to the export files created by d-basics (Also see Tab Import, Sub tab 1A) Debtors/Creditors).

•Use part of debtor number

In case a debtor number is too long and therefore does not fit in an export format, d-basics can use only part of the debtor number. Use this option to specify which characters must be used.

•Remove character strings from debtor codes

Use this option to remove character strings from invoice numbers. In case there are more then one character strings, use the character ; to separate the values.

•Disable correction VAT number

By default d-basics tries to correct VAT numbers when information is saved into export files. This option offers the possibility to disable this function.

•Put country code before VAT number

If this option is checked, d-basics puts adds country code to the VAT code.

•Add address field to debtor name

This option offers the possibility to add information from an address field to the debtor name when debtor information is saved into export files. To use this option select the address field that contains the information that must be added.

TAB 2B) INVOICES / OUTSTANDING AMOUNTS

•Expiry date is invoice date

Check this option in case the expiry date must be used as the invoice date during the creation of export files.

•Invoice number from description field

This option allows deriving the invoice number from the information in the description field. Enter which number of the first characters in the description filed must be considered to be part of the invoice number.

•Remove proceeding zeros

Check this option in case proceeding zeros must be removed from debtor numbers (during the creation of export files).

•Use default country code

Check this option in case all debtors where country information is missing must be considered to domicile in the default country.

•All invoices in default currency

Check this option in case invoices must be added to export files in default currency in stead of the foreign currency. Then, click the button 'Settings' and specify which currencies must be exported in the default currency (move the currencies that must be replaced to the left column).

•Remove character strings from invoice numbers

Use this option to remove character strings from invoice numbers. In case there are more then one character strings, use the character ; to separate the values.

•Do not use complete invoice number

Use this option to truncate invoice numbers in case their length exceeds the maximum length that can be used in export files. Specify the starting point and number of characters to be removed.

•Invoice number contains journal number

Use this option to delete journal numbers from invoice numbers.

•Expiry date lays before invoice date

Use this option to replace the expiry date with the invoice date in case the expiry date is prior to the invoice date.

•Save history

If this option is checked d-basics keeps record of which invoices have already been send (added to export files).

•Send all outstanding amounts

At the beginning of a factoring contract, certain factoring companies demand the information of all outstanding amounts in a New Invoices file format. This option can be used to create such an export file. Remember to uncheck this option as soon as this special export file is send to the factoring company successfully!

•Replace invoice amount with outstanding amount in New invoice files

This option must be used in combination with the previously mentioned option and - during the creation of export files - offers the possibility to set the original invoice amount equal to the outstanding amount at the time information is imported from the accounting package. Remember to uncheck this option as soon as this special export file is send to the factoring company successfully!

TAB 2C) INFO CODES

•Invoice info code

Check this option in case the info code information must be imported from the database of the accounting package. There are two sources for the info code: the debtor information or the invoices / outstanding amounts information.

Debtor field

Select this option in case the Info code information is stored in the debtor table. After that, select the field in which the information is stored.

Outstanding amount / invoice field

Select this option in case the Info code information is stored in the Invoices or outstanding amounts table. After that, select the field in which the information is stored.

TAB 2D1) GENERAL

•Unique key (OARid) separation character

In Argentis export files, a unique key (OARid) is used to identify items. Normally this keys consists of the debtor number and invoice number, separated by an interspace. If another separation character is used, use this option to specify this character.

•Proceeding zeros in unique key <OARid>

A unique key can contain proceeding zeros. In that case check this option and specify and specify the total length of the unique key.

TAB 2D2) DEBTORS

•Import additional fields from debtor data

Argentis export fields contain a number of free fields. Use this option to specify which additional data must be imported in order to fill those free fields.

TAB 2D3) OUTSTANDING AMOUNTS

•Import additional fields from outstanding amounts data

Argentis export fields contain a number of free fields. Use this option to specify which additional data must be imported in order to fill those free fields.

TAB CLIEOP

TAB 3) CLIEOP

•Extra description information

D-basics can import extra description information needed to create CLIEOP files. Use the drop-down menus to select the database fields from which this information must be imported.