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

 

•Opening the export module

•Initial configuration

•Creating export files

 

I. Opening the export module

Menu items: 'Export', 'Credit Alliance'

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

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.

 

•Company information

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

•Bank account number

•Company name

 

•Select export files

•D-basics can create Credit management and Trade Information export files. Select the files that must be created by checking the appropriate check box(es) (item 3).

 

•Send automatically

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

 

•E-mail settings

Export files for credit management are send to Credit Alliance by e-mail. After creating those export files , d-basics can automatically attach them to an e-mail and send them to Credit Alliance. To send export files by e-mail, the following settings are required:

 

•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.

 

•E-mail address confirmation

Enter the e-mail address to which d-basics must send a confirmation message.

 

•Web service settings

Export files containing Trade information are send to Credit Alliance by means of a web service. To use this web service, the following settings are required:

 

•Web service / website

Sometimes network security settings prevent the use of a web service. In that case select the option website as an alternative.

 

•Username and password

Enter the username and password provided by Credit Alliance

 

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. These filters only apply to the export files for credit management. For more information see paragraph 'Using filters'.

 

Step 2: Selecting transferable debtors

In case of Trade information export files, only the information of specifically selected debtors will be added to the Trade information database. To select those debtors open the window 'Select debtors for Trade information database' by pushing the button ' Trade information list' (item 4b).

 

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 the 'Match ISO codes'.

 

 

Step 4: Sending export files

The export files created by d-basics must be uploaded to Credit Alliance. If the option to send files automatically is not used, push the button 'Send' to initiate this process manually.

 

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.