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To create export files, the following steps must be completed:

Step 1: Import information

When the export module is opened, it is suggested to extract the latest financial information from the accounting package. Always extract this information if new entries were entered into the accounting package since the last time that information was imported into d-basics.

Step 2: Select new invoices

If the "Recipient" wants to receive data files that contain new invoices, this file should only contain those invoices that were created since the previous successful upload. D-basics keeps record of which invoices have already been uploaded and automatically selects the new invoices. The first and last invoice of the range selected by d-basics are displayed. This selection can be modified by selecting a different first or last invoice.

Step 3: Setting filters

Filters can be used to exclude information from the data files created by the export module. For more information see paragraph 'Using filters'.

Step 4: Enter stock information

Certain "Recipients" also want to receive data files with stock information. Because stock information is often recorded in another application than the accounting package it is not always possible to import the stock information directly from the database of the application in which stock transactions are recorded. As an alternative d-basics offers the possibility to define stock categories. Before uploading data files the total of each of these categories must be entered manually and a file containing a specification must be attached. This specification contains the details of the articles (including amount and price) and must be exported manually from application in which stock transactions are recorded.

Creating and using stock categories is described in Manually add additional information.

Step 5: Create data files

After completing the previous steps, data files can be created by pressing the button 'Start'. Before actually creating the export files the following checks are carried out:

•Are all required parameters set?

Required parameters that are missing or not entered correctly are displayed in red. In order to proceed, the correct values must be entered.

•Are the country, language and currency codes matched to the corresponding ISO codes?

If the country, language or currency codes that are used in the accounting package are not compliant with the international ISO standard, these codes must be linked to the matching ISO codes before export files can be created. For more information see paragraph 'Match ISO codes'.

•Are all mutation types matched?

In a Sales ledger progress report transactions that have occurred between two uploads are grouped by mutation types specified by the Recipient. If a Sales ledger progress report is created, all mutation types that are extracted from the accounting package must be matched to the mutation types defined by the 'Recipient'. If a mutation type is detected that is not matched, the window that is used to match mutations is opened automatically (Click here for more information). Data files can only be created after all mutations are matched.

Step 6: Send or upload data files

The data files created by d-basics can be sent to the recipient automatically or manually

•Automatic upload

The option to automatically send or upload data files is only available if the infrastructure of the recipient is able to receive and process the uploaded data files automatically. If the option 'Send automatically' is selected, files will be uploaded or sent automatically after they haven been created.

If the option 'Send automatically' is not activated, the button 'Send' must be pressed to sent or upload the data files created by d-basics .

•Manual upload

Data files must be uploaded manually if the recipient is not able to receive and process the uploaded files automatically. In this case an upload tool that is part of the recipient's website must be used upload data files. During this process the location of the data files created by d-basics must be selected. These files are saved in the export directory as specified when configuring the export module.

Step 7: Printing pawnage

In addition to the data files sent by d-basics, some recipients want to receive - by regular post - a printed list of the invoices which were sent. This printed list is called a 'Pawnage' or a "Pledge agreement" and  must be numbered sequential. D-basics keeps track of the number to use by raising it automatically each time a pawnage is printed. If a pawnage was printed without sending it to the recipient, the number to use must be changed manually the next time a pawnage is printed. Unless specifically asked for by the recipient, it is not necessary to print a pawnage in case of a 'Outstanding amounts' contract.

Step 8: summary and Log

After creating export files, the proceedings of d-basics can be reviewed:

•Summary

The second tab of the Export module shows a summary of the information that was retrieved from the ledger (administration) in the accounting package.

•Log

The third tab of the Export module shows the export log. The export log gives a summary of the events that took place during the import and export of information.

See the appendix 'Events log file' for an explanation of the events mentioned in the export log.