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

 

•Opening the export module

•Initial configuration

•Creating and sending export files

 

I. Opening the export module

Menu items: Export, Coface Austria

Open the export module for 'Coface Austria' using the menu options mentioned above.

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

Before export files can be created, the following initial configuration is required:

 

•Select 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.

 

•Enter an account number

This account number is provided by Coface. A separate administration has to be created for each company that must send information to Coface. Make sure to enter the account number that matches the administration.

 

•Connection settings

D-basics can automatically send the export files to Coface. To use this option, enter the following connection settings:

 

•Send files automatically

If this option is checked, d-basics will automatically send the export files to Coface after they have been created.

 

•Connection settings

There are two ways to send information to Coface: e-mail or FTP.

EMAIL SETTINGS

In case e-mail is used to transfer the export files select the option "email" and enter the following information:

 

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 adres 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.

 

FTP SETTINGS

In case FTP is used to transfer the export files select the option "FTP" and enter the following information:

 

FTP server

Select the address of the FTP server where the data has to be send to or fill in this address.

 

Username and password

To upload data files to the Coface FTP server a user name and password is required. This information is provided by Coface and must be entered into the appropriate text boxes.

 

III. Creating and sending export files

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

Step 1: Check delivery number and export settings

•Delivery number

Each delivery must have a unique number. D-basics keeps track of this, by raising the delivery number automatically each time files are sent to Coface. If an error occurs during the transfer and files are not processed by Coface, the number to use must be changed manually the next time files are sent.
 

•Export all debtors

Normally d-basics only exports the information of those debtors that have outstanding amounts. Check the option "Export all debtors" to export a complete list of debtors.
 

•Generate per currency code

If this option is checked d-basics creates a separate export file with invoice information for each currency.

 

Step 2: Check filter settings

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

 

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'.

 

 

Step 4: Send export files

To send the export files to Coface push the button "Send". This operation will be carried out automatically in case the option "Send files automatically" is checked.

 

Step 5: 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.