This chapter describes the use of the export module for ABN AMRO Commercial Finance The Netherlands. This module can be used to create export files that contain debtor and invoice information in the format expected by ABN AMRO Commercial Finance The Netherlands. The following topics are covered:
Menu items: 'Export', 'ABN AMRO Commercial Finance The Netherlands'
Use the menu options mentioned above to open the export module for ABN AMRO Commercial Finance The Netherlands.
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.
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.
•Company information
The following information is needed to identify the sender of export files:
•ABN AMRO Commercial Finance account number (four numbers)
•Select export files
Depending on the type of factoring contract, d-basics can create two different sets of export files:
Data factoring files (outstanding items)
If the option Data factoring is selected the following export files will be created:
•A file containing debtor information
•A file containing outstanding items
In addition to debtor information the export module can also send creditor and inventory information. This information should only be sent in case ABN AMRO Commercial Finance has specifically requested this additional information. In that case always contact the d-basics service desk for the proper configuration of the d-basics software.
Matching information: In case of a data factoring contract, clients must provide matching information during the upload of export files. Use the drop-down menu to select the source on which this information is based. |
Tele factoring files (new invoices)
If the option Tele factoring is selected the following export files will be created:
•A file containing debtor information
•A file containing new invoices
•Connection settings
D-basics uses the Speedata webservice to send debtor information to ABN AMRO Commercial Finance. Because the Speedata webservice does not support the upload of creditor or inventory information e-mail is used to transfer these additional data files.
Configuration Speedata webservice:
•Send files automatically
If this option is checked, d-basics will automatically send the export files to ABN AMRO Commercial Finance after they have been created (without user interference).
•Username and password
Enter the username and password provided by ABN AMRO Commercial Finance to logon to the Speedata website.
Notes:
•If an error occurs during the automatic upload, try to send the files manually before contacting the d-basics helpdesk. If an error also occurs during the manual upload, there might be something wrong with the internet connection or the Speedata website. •Push the button "Test web service" to test the webservice settings |
•Proxy settings
If a Proxy server is used to manage internet access d-basics can only send files to the Speedata webservice after the proper proxy settings have been entered. Also see the paragraph "Internet settings".
Configuration e-mail:
•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
This is the e-mail address where the export files will be sent Enter the e-mail address to which d-basics must send the export files.
•E-mail address confirmation
Enter the e-mail address to which d-basics must send a confirmation message.
•Print settings
After creating export files, d-basics can print a pledge agreement. The following printing options are available:
•Print pledge agreement automatically after creating export files
If this option is checked, d-basics will print a pledge agreement automatically after the export files have been created.
•Print appendixes
Check this option to print the appendixes of the pledge agreement.
•Language
Pledge agreements can be printed in Dutch or German. Use the drop-down menu to select the desired language.
•Print all outstanding amounts
Filters can be used to exclude information from export files. If this option is checked, both excluded and non-excluded invoices will be printed on the pledge agreement.
•Copy to PDF
If this option is selected d-basics will create a copy of the pledge agreement in PDF format (a PDF printer must be installed).
III. Creating and sending export files
To create export files, the following steps must be completed:
Step 1: Selecting transferable new invoices (only applies to Telefactoring contracts)
In case of a Tele factoring contract only the new invoices must be sent to ABN AMRO Commercial Finance The Netherlands. D-basics keeps record of which invoices have already been transferred and automatically selects the new invoices. The first and last invoice of the range selected by d-basics are displayed (item 3). This selection can be modified by selecting a different first or last invoice.
Step 2: Setting filters
Filters can be used to exclude information from export files. For more information see paragraph 'Using filters'.
Note: Sometimes more than one factoring contract is made for one bookkeeping administration. In this case a different set of debtors is linked to each of these factoring contracts and separate export files must be created for each of these contracts. To create those export files a separate administration must be created in d-basics and the proper debtors must be selected by means of the debtor filter. |
Step 3: 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 more information see paragraph Match ISO codes
Notes: •Each time export files are created, d-basics checks whether all codes that are used in the accounting package are linked to the matching ISO codes. D-basics cannot create export files until all codes are linked with the matching ISO codes. •It is possible to schedule import and export actions. For more information see 'Automatic import and export'. |
Step 4: Sending export files by means of Speedata
The export files created by d-basics must be uploaded to ABN AMRO Commercial Finance by means of the Speedata website. If the possibility to send files automatically is not used, d-basics will ask whether a connection with this website must be made to transfer those files. Answer 'Yes' to proceed. To transfer export files, the following steps must be completed:
•Language
Select the preferred language.
•Logon
Enter the username and password provided by ABN AMRO Commercial Finance
•Select account
Select the account that matches the export files that are going to be transferred.
•Choose upload method
Use the menu items 'General', 'EDI files' to open the window for selection of the upload type.
•Send files
Transfer the export files as described in the Speedata manual. The directory - that is referred to in the Speedata manual - containing the upload files, is the same as the export directory used by d-basics.
Note: •Please refer to the Speedata manual for a detailed description of the use of the Speedata website. Especially paragraph 1.2 gives a closer description of how to send files with Speedata. •If the computer on which the export files are created is not connected to the Internet, a floppy can be used to copy the files to a computer that does have an Internet connection. |
Step 5: Printing pledge agreement
To complete the transfer of export files, a pledge agreement must be sent to ABN AMRO Commercial Finance. The numbers on these contracts must be sequential. D-basics keeps track of the number to use, by raising it automatically each time a contract is printed.
If a contract was printed without sending it to ABN AMRO Commercial Finance, the number to use must be changed manually the next time a pledge agreement is printed to be sent to ABN AMRO Commercial Finance. Unless specifically asked for by ABN AMRO Commercial Finance, it is not necessary to print a pledge agreement in case of a Data factoring contract
Step 6: 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.
Note:
•Most of the errors mentioned in the log file can be fixed by changing the information in the ledger (administration) in the accounting package. •'Error- and Truncate events are only registered if the corresponding checkbox is checked. It is recommended only to use this feature for debugging purposes, since it has a negative impact on the performance of d-basics. |