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This chapter describes the use of the export module for Credit Tools. This module can be used to create export files that contain debtor and invoice information in the format expected by Credit Tools. The following topics are covered:

 

•Opening the export module

•Initial configuration

•Creating export files

 

I. Opening the export module

Menu items: 'Export', 'Credit Tools'

Use the menu options mentioned above to open the export module for Credit Tools.

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

 

II. Initial configuration

The following initial configuration is required:

•Export directory

The export directory is the location where export files will be saved. The default location is: 'c:\export'. To select a different location, push the button at the end of the text box and browse to the desired location.

 

•Administration code

In the case of certain export formats the administration code is added to name of the export files. When one of these export file formats is selected, the text box 'Administration code' is activated. The administration code as used in Credit Manager must be entered into this text box.

 

•E-mail settings

D-basics can automatically attach export files to an e-mail and send them to an external credit manager. To send export files by e-mail, the following settings are required:

 

•Send automatically

If this option is checked, d-basics will automatically send an e-mail to the credit manager (recipient) each time new export files are created. The export files will be added as an attachment.

 

•Network connection

A mail server is used to send e-mail. Use this setting to specify which (dial up) network connection must be used to connect to this mail server.

 

 

•Mail server

Enter the name or IP address of the (SMTP) mail server that must be used to send e-mail.

 

•E-mail address sender

Enter the e-mail address of a user that is allowed to send e-mail through the mail server mentioned before.

 

•E-mail address recipient

Enter the e-mail address to which d-basics must send the export files.

 

•Select export format

The Credit Tools export module can create export files in the following formats:

 

•Credit Tools txt

•Modint

•Standard DBF

•Standard TEXT

•Zwanenburg

 

The default format is 'Standard TEXT'. It is not possible to automatically process export files if they do not have the correct file format. Only select a different file format if specifically agreed upon with Credit Tools or your credit manager.

 

III. Creating and sending export files

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

 

Step 1: Setting filters

Filters can be used to exclude information from export files. For more information see paragraph 'Using filters'.

 

Step 2: Creating export files

Push 'Start' to create export files. Before export files are actually created, d-basics performs the following checks:

 

•Are all required parameters set?

 

Required parameters that are missing or not entered correct 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 information also see the paragraph Match ISO codes.

 

 

Step 3: Send or import export files

 

•Send export files

If credit management is outsourced, the export files created by d-basics must be send to the external credit manager. If the option 'Send automatically' is activated, the export files will be send to the credit manager immediately after they have been created. If the option 'Send automatically' is not activated, the button 'Send' must be pushed to send the export files.

 

•Import export files

If a local copy of Credit Manager is used for credit management, the export files created by d-basics must be imported into Credit Manager. See the Credit Manager manual for more information.

 

Step 4: 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.