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

 

•Opening the export module

 

•Initial configuration

 

•Creating export files

 

I. Opening the export module

 

Menu items: 'Export', 'GGN'

 

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

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:

 

•Account number

 

•E-mail settings

 

D-basics can automatically attach export files to an e-mail and send them to GGN. 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 GGN each time new export files are created. The export files will be added as an attachment.

 

•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.

 

III. Creating and sending export files

 

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

 

Step1: Set sequence number

 

The files send to GGN must be numbered sequential. D-basics keeps track of the number to use by raising it automatically each time files are transferred to GGN. If a file transfer has failed, the number to use must be changed manually the next time files are send to GGN.

 

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: Send or import export files

 

The export files created by d-basics must be uploaded to GGN. 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.