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

 

•Opening the export module

•Initial configuration

•Creating export files

 

I. Opening the export module

Menu items: 'Export', 'Belfius Commercial Finance'

Use the menu options mentioned above to open the export module for Belfius Commercial Finance.

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 directories

The export directories are used to save the export files. The default locations are 'C:\FOnLine\MyFiles\Debtors\' and 'C:\FOnLine\MyFiles\Invoices\'. It is not recommended to change these default settings.

 

•Company information

The following information is needed to identify the sender of export files:

 

•Account number of the factoring contract (four numbers, also called DLL number)

•Company name

•Telephone number

 

•Select export files

Depending on the type of factoring contract, d-basics can create two different sets of export files:

 

1) Outstanding amounts

In this case the following export files will be created:

 

•A file containing debtor information

•A file containing outstanding items

 

2) New invoices

In this case the following export files will be created:

 

•A file containing debtor information

•A file containing new invoices

 

III. Creating and sending export files

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

 

Step 1: Selecting transferable new invoices

In case of a 'New invoices' factoring contract only the new invoices must be sent to Belfius Commercial Finance. 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'.

 

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: Sending export files

The export files that are created by d-basics, must be sent to Belfius Commercial Finance by means of the Factoring Online website. After the files have been created, d-basics offers the possibility to open the 'Factoring online' website. Push 'Yes' to open this website and upload the data files.

 

 

Step 5: Printing pledge agreement

To complete the transfer of export files, a pledge agreement must be sent to Belfius 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 Belfius Commercial Finance, the number to use must be changed manually the next time a pledge agreement is printed to be sent to Belfius Commercial Finance. Unless specifically asked for by Belfius Commercial Finance, it is not necessary to print a pledge agreement in case of a Outstanding amounts (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.