Oracle Financials Export

 

Back Office > Data Export > Data Portal > Oracle Financials

 

Description

 

This feature is used to export SwiftPOS General Journals (Sales data), Statistics, Purchase Journals (Inventory data) and Purchase Invoices (Supplier Invoices) to Oracle Financials.

 

Depending on the Export option selected SwiftPOS will export the following:

 

  1. General Journals - When selected SWIFTPOS will export transaction data associated with the following:

 

    1. Sales - All Sales, Refunds, Account Charges/Payments, etc. Note : With regards to Account related transactions, the Oracle Financials export does not export individual Account (Debtor) specific data, but rather exports data that can be imported into Oracle Financials in a single Debtors Account (and NOT into individual Debtor Accounts).
    2. Stock Movements - All Stock Adjustments, Transfers, Wastage and Stocktakes.

 

  1. Statistic Journals - When selected statistical data will be exported dependent on the Location Type.

 

  1. Purchase Journals - When selected Purchase data will be exported.

 

  1. Supplier Invoices - When selected the following will be exported:

 

    1. All completed Supplier Invoices for past Trading Dates. Note : Invoices posted in the current Trading Date will NOT be available for export until the next day. Also, Suppliers in SwiftPOS will need to be configured in Oracle Financials prior to importing into Oracle Financials. For more information ...

 

To Be Considered

 

  1. Note : All assigning tabs MUST HAVE Accounts assigned. Unassigned Accounts may cause errors. The assigning tabs are:
    1. Location/Media Clearing Accounts
    2. Location/Master Group Sales Accounts
    3. Location/Master Group Inventory/Purchase Accounts
    4. Freight Accounts
    5. Surcharge Accounts
    6. Discount Accounts
    7. Rounding Accounts
    8. Tax Accounts
  2. Note : Do NOT try and post to Oracle Financials Heading Accounts or other accounts that cannot accept posting in the Oracle Financials Account List.
  3. For Location Groups (Venues) that have the Track Individual Location Costs option selected, transfers between Locations will be exported, with the value of the transfer calculated based on the cost of the Products in the From Location (at the time of the Transfer).

 

Pre-Requisites

 

  1. To make use of this feature, sites will need to be registered for the General Ledger Oracle Financials interface. This may incur an additional charge. To confirm charges, email registrations@swiftpos.com.au.
  2. Ensure the GL Account Code Format is set in Global Preferences. This is used to ensure the GL Account when exported is formatted correctly.
  3. Ensure the GL Prefix (Business Unit) is set for all Locations that will be exporting data.
  4. GL Account Code:
     

The GL Account Code exported is sourced from 2 places:
 

  1. GL Prefix - Will be used to prefix the Oracle Financials Accounts (created in the Oracle Financials > Settings > Account tab) and then formatted using the GL Account Code Format before being exported. See below for an example. Note : The GL Prefix specified here, must be devoid of formatting. For example, a GL Account Code to be exported in the format of 211.001.80900, the prefix entered here will need to be 211001.
  2. Oracle Financials Accounts - These are configured in the Data Portal > Oracle Financials > Settings > Accounts tab. The Accounts created here will be suffixed to the GL Prefix and then formatted using the GL Account Code Format before being exported. See below for an example.
     

Example :

 

GL Account Code Format

GL Prefix

Oracle Financials Account

Division Exported

Operational Unit

Section

Comments

XX(.)XX(.)XXX(.)XXXX

6057

101105

60

57

 

 

XXX(.)XXX(.)XXXXX

211001

64801

211.001.64801

 

 

 

XXX(.)XXX(.)XXXXX

21101

64801

 

 

 

Note : The GL Account will not be generated for export in these two cases, as they do NOT comply with the GL Account Code Format.

XXX(.)XXX(.)XXXXX

211001

6481

 

 

  1. Ensure that the Oracle Financials Data Export Path is configured for those Location Groups (Venues) that will be exporting data.
  2. Ensure that the Post Financial Data option is selected for those Locations for which General, Statistic and Purchase Journal related data is to be exported. Note : This does NOT apply to Stock Transfers between Locations. These will always be exported regardless of the whether this option is selected or not.
  3. Ensure the Payment Group is configure for each Location that will be exporting Supplier Invoices.
  4. Follow the Setup instructions below before commencing with the export of any data.
  5. Ensure Oracle Financials is backed up before importing from SwiftPOS. In the event something goes wrong, then at least the Oracle Financials data can be restored from the backup.
  6. It is recommended that all types of Transactions are tested and imported into Oracle Financials. It maybe necessary to enlist the assistance/expertise of an accountant to ensure that from the Oracle Financials end, all transactions are posted correctly.
  7. Once testing of all types of Transactions has completed, the Oracle Financials Export can be optionally included as part of the End of Day process. For more information ...

 

Setup

 

The setup outlined below is an example of the setup for a site that has the following characteristics:

 

  1. One Location Group (Venue) that exports transaction data for subsequent importing into Oracle Financials. For example:
     
    • 0 - CLEARWATER Hotel - This Location Group (Venue) has the following Locations:
       
      • 1 - Bottle Shop
      • 2 - Bar
      • 3 - Restaurant

 

Setup

 

  1. In SwiftPOS Back Office > Data Export > Data Portal > Oracle Financials > Settings - Create the Oracle Financials Accounts required to assign SwiftPOS combinations found in the tabs to the right. For example, Location/Media Clearing Accounts, Location/Master Group Sales Accounts, Location/Master Group Inventory/Purchase Accounts, etc. The tab below provides an example of the basic Accounts required for an initial Export. Obviously this list can be customised and added to, to suit the requirements of individual sites and their corresponding Oracle Financials Account List (Chart of Accounts). Note : Account Codes added must comply with the GL Account Code Format as outlined in the Pre-requisites above. Duplicate Accounts are NOT accepted.
     

 

  1. Assign the appropriate Oracle Financials Accounts created in step 1 above to each of the Location/Media combinations, by assigning the Oracle Financials Clearing and other Accounts (where appropriate). This can be done by using the tab below.
     

 

This is an example of the assignments/mappings for one Location. This will need to done for each of the other export Locations listed.

 

This tab is accessed from SwiftPOS Back Office > Data Export > Data Portal > Oracle Financials > Settings.

 

Oracle Financials Accounts

 

This tab is used to create the list of Oracle Financials Accounts that will be used by the Export feature to assign to Location/Media Clearing, Location/Master Group Sales, Location/Master Group Inventory/Purchase, Freight, Surcharge , Discount, Rounding and Tax Charges Accounts. Note : SwiftPOS does not require the whole of the Oracle Financials Account list to be setup, as only a small subset of these are actually used by the Oracle Financials Export feature.

 

  • Add Row - Select to add a row to the grid
  • Delete Row - Select to delete the currently selected row.

 

Note : For sites with multiple Locations, they may choose to create Location specific Accounts, as can be seen in the screenshot above.

 

As a guide the Accounts to be configured are as follows:
 

  1. Undeposited Funds (Clearing Account)* - For Sales
  2. Inventory* - For Sales and Inventory Transfers
  3. Purchase* - For Purchase Journals
  4. Sales* - For Sales
  5. Cost of Goods Sold (COGS)* - For Sales
  6. Freight- Used in the export of Supplier Invoices.
  7. Surcharges- Used in the export of Supplier Invoices.
  8. Discounts- Used in the export of Supplier Invoices.
  9. Rounding - Used in the export of Supplier Invoices.
  10. Tax - Used in the export of Supplier Invoices.
  11. Inventory Adjustments - For Stocktakes, Receipts, Adjustments, Damages, Wastage, Returns and Promotions

 

* Denotes that these Accounts, where required, may need to be configured for each of the Locations. Accounts that have not been configured as Location specific, can be used across all Locations.

 

Obviously this list will vary from site to site and will also be dependent on the Site's specific Oracle Financials Chart of Accounts (Account List). Liaise with Accountants to ensure the Oracle Financials Accounts required are configured correctly.

 

Note : It is highly recommended to ensure that ALL Location/Media combinations are mapped. This will avoid data being rejected by the Oracle Financials import.

 

  1. Assign the Oracle Financials Accounts created in step 1 above to each of the Location/Master Group combinations, by assigning the appropriate Cost of Sales and Sales Accounts. This can be done by using the tab below.
     

 

This is an example of the assignments/mappings for one Location. This will need to done for each of the other export Locations listed.

 

Note : It is highly recommended to ensure that ALL Location/Master Group combinations are mapped. This will avoid data being rejected by the Oracle Financials import.

 

  1. Assign the Oracle Financials Accounts created in step 1 above to each of the Location/Master Group combinations, by assigning the appropriate Inventory/Purchase Accounts. This can be done by using the tab below.
     

 

This is an example of the assignments/mappings for one Location. This will need to done for each of the other export Locations listed.

 

Note : It is highly recommended to ensure that ALL Location/Master Group combinations are mapped. This will avoid data being rejected by the Oracle Financials import.

 

  1. Assign the Oracle Financials Accounts created in step 1 above to each Location to ensure the assignment of the appropriate Freight Accounts. This can be done by using the tab below.
     

 

An example of the assignments/mappings for all Locations.

 

Note : It is highly recommended to ensure that ALL Locations are mapped. This will avoid data being rejected by the Oracle Financials import.

 

  1. Assign the Oracle Financials Accounts created in step 1 above to each Location to ensure the assignment of the appropriate Surcharge Accounts. This can be done by using the tab below.
     

 

An example of the assignments/mappings for all Locations.

 

Note : It is highly recommended to ensure that ALL Locations are mapped. This will avoid data being rejected by the Oracle Financials import.

 

  1. Assign the Oracle Financials Accounts created in step 1 above to each Location to ensure the assignment of the appropriate Discount Accounts. This can be done by using the tab below.
     

 

An example of the assignments/mappings for all Locations.

 

Note : It is highly recommended to ensure that ALL Locations are mapped. This will avoid data being rejected by the Oracle Financials import.

 

  1. Assign the Oracle Financials Accounts created in step 1 above to each Location to ensure the assignment of the appropriate Rounding Accounts. This can be done by using the tab below.
     

 

An example of the assignments/mappings for all Locations.

 

Note : It is highly recommended to ensure that ALL Locations are mapped. This will avoid data being rejected by the Oracle Financials import.

 

  1. Assign the Oracle Financials Accounts created in step 1 above to each Location to ensure the assignment of the appropriate Tax Accounts. This can be done by using the tab below.
     

 

An example of the assignments/mappings for all Locations.

 

Note : It is highly recommended to ensure that ALL Locations are mapped. This will avoid data being rejected by the Oracle Financials import.

 

Operation

 

  1. Backup your Oracle Financials data.
  2. Prior to exporting for the first time, it maybe necessary to ensure that all transactions to date are marked as exported. Previous years transactions may not need to be exported and therefore will need to be marked as exported. This can be done by using the Mark ALL as Exported buttons in the screen below.
  3. Once all transactions have been marked as exported, then reset transactions for the specific dates that need to be exported to Oracle Financials. This can be done using the Reset buttons in the screen below.
  4. Export for the dates reset. The export files generated will be comma delimited (.CSV) files, and by default files will be written to the Oracle Financials Data Export Path specified against each Location Group (Venue).
  5. Note : Once all the setup (above) has been completed, it is highly recommended to initially export to Oracle Financials manually (ie. NOT as part of the End of Day). Once all problems have been identified and resolved, then it can be included as part of the End of Day process.
  6. In Oracle Financials import the:
    1. General Journals export files (GENERAL-YYYY_MM_DD_HH_MM_SSS.csv).
    2. Statistic Journals export files (Stats_YYYY_MM_DD_HH_MM_SSS.csv).
    3. Purchase Journals export files (PURCHASE-YYYY_MM_DD_HH_MM_SSS.csv).
    4. Supplier Invoices export files (G1_Invoices_YYYY_MM_DD_HH_MM_SSS.csv).

 

 

This screen is accessed from SwiftPOS Back Office > Data Export > Data Portal > Oracle Financials > Export and is used to facilitate the export of General Journal, Statistic Journal, Purchase Journal and Supplier Invoice data from SwiftPOS.

 

General Journals

 

  • Export Path - Displays the Oracle Financials Data Export Path set against the selected Location Group (Venue). Select the Open Folder icon to open and view the content. Note : The Open Folder icon will only be displayed if a Oracle Financials Data Export Path has been configured for the selected Location Group (Venue).
  • Include in EOD - Select to include as part of the End of Day (EOD) Oracle Financials Export.
  • Trading Date - Select from the drop down list of dates the date for which and export file is to be created. Note : Once exported, the data exported will be marked as exported and the date will be removed from the drop down list. This will ensure that the same data is not exported multiple times.
  • Export - Select to invoke the export. Once completed a prompt will be displayed confirming completion. A file named similar to GENERAL-2018_08_06_00_00_00_000.csv will be generated and written to the Export Path specified above.
  • Reset - Select a Trading Date to ensure that General Journal related transactions for that date are flagged as NOT Exported, so that they can be exported again. Select to display the following prompt:
     

 

  • Trading Date - Select from the drop down list the Trading Date for which General Journal related transactions will be reset.  Note : Resetting is limited to a single date at a time.
  • OK - Select to Reset.
  • Cancel - Select to exit without Resetting.

 

Note : When Resetting and exporting Journals again, be sure that they DO NOT result in duplicate Journals when imported into Oracle Financials.

 

  • Mark ALL as Exported - Select to ensure ALL General Journal related data in SwiftPOS is marked as exported. Note : This is usually recommended when initially configuring SwiftPOS to export to Oracle Financials for the first time (see Setup above) and there is a requirement that all previous General Journal related transactions are marked as Exported.

 

Statistic Journals

 

  • Similar to the General Journals above, except that it exports statistical data dependent on the Location Type. When the Export button is selected an export file will potentially be generated that will be named similar to Stats_2018_08_06_00_00_00_000.csv and written to the Export Path specified.

 

Purchase Journals

 

  • Similar to the General Journals above, except that it exports Purchase data as a summary journal. When the Export button is selected an export file will potentially be generated that will be named similar to PURCHASE-2018_08_06_00_00_00_000.csv and written to the Export Path specified.

 

Supplier Invoices

 

  • Similar to the General Journals above, except that it applies to completed Supplier Invoice related data. When the Export button is selected Supplier Invoices that have been posted for the selected Trading Date will be exported and written to a file that will be named similar to G1_Invoices_2018_08_06_00_00_00_000.csv (where G1 is the Business Unit) and written to the Export Path specified.
  • Business Unit - Select from the drop down list the Business Unit for which data will be exported. The Business Unit selected is set against each Location

 

End of Day

 

To ensure Oracle Financial data is exported daily, ensure the following has been done:

 

  1. Complete the steps outlined in the Pre-Requisites above.
  2. Ensure the Include in EOD option is selected against the relevant Export options.
  3. Ensure the Oracle Financials Export option is selected in the End of Day screen for the Location Groups (Venues) for which transactions will be exported.
  4. Confirm the End of Day Run Time is correctly configured.
  5. The first time the End of Day runs, check the Event Logs.
  6. Note : The first time the Oracle Financials Export runs successfully as part of the End of Day process, the export files generated will contain Journals for ALL transactions that are NOT marked as Exported. This will mean that once the EOD has processed, there should not be any Trading Dates available for export, when viewed in the Export screen, for those exports that were included in the EOD.

 

File Formats

 

The following are the file formats currently generated by Swiftpos to export to Oracle Financials.

 

  1. General Journal
     

Field Name

Description

Data Type

Division

Sourced from the first 3 characters of the Location's GL Prefix

Text

Operational Unit

Sourced from the SwiftPOS Location ID

Text

Section

Sourced from the mapped Account specified in the Settings above

Text

Account

Currently left blank

Text

Project

To be continued ...

Text

Spare 1

Currently set to '0'

Text

Spare 2

Currently set to '0'

Text

Debit

The Amount to be debited to the Account

Decimal

Credit

The Amount to be credited to the Account

Decimal

Description

A concatenation of the following SwiftPOS values separated by a period '.'

Location Name

Time Period / Subtotal

Master Group / Media / COGS / COGS Clearing

Text

Business Date

This is the Trading Date the transaction was entered into SwiftPOS. In the format YYYY_MM_DD

Text

Business Unit

Sourced from the Location Group's Group Prefix

Text

Location

Sourced from the Location's Name

Text

Serving Period

Sourced from the Period configured in the Time Periods

Text

Item Type

Sourced from the Master Group associated with the Product Group assigned to the Product in the transaction

Integer


For example:

Division,Operational Unit,Section,Account,Project,Spare 1,Spare 2,Debit,Credit,Description,BusinessDate,BusinessUnit,Location,ServingPeriod,ItemType
211,001,10000,,1,000000,000000,225.30,,CLEARWATER Bottle Shop.Subtotal.Cash,2019_08_24,G1,CLEARWATER Bottle Shop,Breakfast,
211,001,21100,,000000,000000,000000,,204.82,CLEARWATER Bottle Shop.Breakfast.Beverage,2019_08_24,G1,CLEARWATER Bottle Shop,Breakfast,Beverage
211,001,86500,,000000,000000,000000,,20.48,CLEARWATER Bottle Shop.Breakfast.Beverage.GST,2019_08_24,G1,CLEARWATER Bottle Shop,Breakfast,Beverage
211,001,31100,,000000,000000,000000,52.55,,CLEARWATER Bottle Shop.Subtotal.Beverage.COGS,2019_08_24,G1,CLEARWATER Bottle Shop,Breakfast,Beverage
211,001,63700,,000000,000000,000000,,52.55,CLEARWATER Bottle Shop.Subtotal.Beverage.COGS Clearing,2019_08_24,G1,CLEARWATER Bottle Shop,Breakfast,Beverage
211,003,10000,,1,000000,000000,,67.50,CLEARWATER Restaurant.Subtotal.Cash,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,
211,003,10000,,1,000000,000000,113.65,,CLEARWATER Restaurant.Subtotal.Cash,2019_08_24,G1,CLEARWATER Restaurant,Lunch,
211,003,10000,,2,000000,000000,177.50,,CLEARWATER Restaurant.Subtotal.EFTPOS,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,
211,003,23100,,000000,000000,000000,,27.73,CLEARWATER Restaurant.Breakfast.Beverage,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,Beverage
211,003,23100,,000000,000000,000000,,31.05,CLEARWATER Restaurant.Lunch.Beverage,2019_08_24,G1,CLEARWATER Restaurant,Lunch,Beverage
211,003,23000,,000000,000000,000000,,72.27,CLEARWATER Restaurant.Breakfast.Food,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,Food
211,003,23000,,000000,000000,000000,,72.27,CLEARWATER Restaurant.Lunch.Food,2019_08_24,G1,CLEARWATER Restaurant,Lunch,Food
211,003,86500,,000000,000000,000000,,2.77,CLEARWATER Restaurant.Breakfast.Beverage.GST,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,Beverage
211,003,86500,,000000,000000,000000,,7.23,CLEARWATER Restaurant.Breakfast.Food.GST,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,Food
211,003,86500,,000000,000000,000000,,3.10,CLEARWATER Restaurant.Lunch.Beverage.GST,2019_08_24,G1,CLEARWATER Restaurant,Lunch,Beverage
211,003,86500,,000000,000000,000000,,7.23,CLEARWATER Restaurant.Lunch.Food.GST,2019_08_24,G1,CLEARWATER Restaurant,Lunch,Food
211,003,33100,,000000,000000,000000,4.85,,CLEARWATER Restaurant.Subtotal.Beverage.COGS,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,Beverage
211,003,33100,,000000,000000,000000,7.45,,CLEARWATER Restaurant.Subtotal.Beverage.COGS,2019_08_24,G1,CLEARWATER Restaurant,Lunch,Beverage
211,003,33000,,000000,000000,000000,16.58,,CLEARWATER Restaurant.Subtotal.Food.COGS,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,Food
211,003,33000,,000000,000000,000000,23.08,,CLEARWATER Restaurant.Subtotal.Food.COGS,2019_08_24,G1,CLEARWATER Restaurant,Lunch,Food
211,003,65100,,000000,000000,000000,,4.85,CLEARWATER Restaurant.Subtotal.Beverage.COGS Clearing,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,Beverage
211,003,65100,,000000,000000,000000,,7.45,CLEARWATER Restaurant.Subtotal.Beverage.COGS Clearing,2019_08_24,G1,CLEARWATER Restaurant,Lunch,Beverage
211,003,65000,,000000,000000,000000,,16.58,CLEARWATER Restaurant.Subtotal.Food.COGS Clearing,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,Food
211,003,65000,,000000,000000,000000,,23.08,CLEARWATER Restaurant.Subtotal.Food.COGS Clearing,2019_08_24,G1,CLEARWATER Restaurant,Lunch,Food

 

  1. Statistic Journals
     

Field Name

Description

Data Type

Division

Sourced from the first 3 characters of the GL Prefix (from Location Full Edit)

Text

Operational Unit

Sourced from the SwiftPOS Location ID

Text

Section

Currently set to '0'

Text

Account

Currently set to '0'

Text

Project

To be continued ...

Text

Spare 1

Currently set to '0'

Text

Spare 2

Currently set to '0'

Text

Debit

The number of Transactions

Integer

Credit

Left blank

Text

Description

A concatenation of the following values separated by a period '.'

Sourced from the Location Name (from Location Full Edit)

Sourced from the Period configured in the Time Periods

The text 'Transactions'

Text

Business Date

This is the Trading Date the transaction was entered into SwiftPOS. In the format YYYY_MM_DD

Text

Business Unit

Sourced from the Group Prefix (from Location Group Edit)

Text

Location

Sourced from the Location Name (from Location Full Edit)

Text

Serving Period

Sourced from the Period configured in the Time Periods

Text

Item Type

Left blank

Text


For example:

Division,Operational Unit,Section,Account,Project,Spare 1,Spare 2,Debit,Credit,Description,BusinessDate,BusinessUnit,Location,ServingPeriod,ItemType
211,001,000,0000,1B,000000,000000,2,,CLEARWATER Bottle Shop.Breakfast.Transactions,2019_08_24,G1,CLEARWATER Bottle Shop,Breakfast,
211,003,000,0000,3B,000000,000000,2,,CLEARWATER Restaurant.Breakfast.Transactions,2019_08_24,G1,CLEARWATER Restaurant,Breakfast,
211,003,000,0000,3L,000000,000000,2,,CLEARWATER Restaurant.Lunch.Transactions,2019_08_24,G1,CLEARWATER Restaurant,Lunch,
 

  1. Purchase Journals
     

Field Name

Description

Data Type

Division

Sourced from the first 3 characters of the GL Prefix (from Location Full Edit)

Text

Operational Unit

Sourced from the SwiftPOS Location ID

Text

Section

Sourced from the mapped Account specified in the Settings above

Text

Account

Left blank

Text

Project

Currently set to '0'

Text

Spare 1

Currently set to '0'

Text

Spare 2

Currently set to '0'

Text

Debit

The Amount to be debited to the Account

Decimal

Credit

The Amount to be credited to the Account

Decimal

Description

A concatenation of the following values separated by a period '.'

Sourced from the Location Name (from Location Full Edit)

Sourced from the Period configured in the Time Periods

The text 'Transactions'

Text


For example:

Division,Operational Unit,Section,Account,Project,Spare 1,Spare 2,Debit,Credit,Description
211,001,63700,,000000,000000,000000,,258.00,CLEARWATER Bottle Shop Inventory AP Accrual
211,001,85600,,000000,000000,000000,258.00,,CLEARWATER Bottle Shop Inventory
211,001,85600,,000000,000000,000000,,32.25,CLEARWATER Bottle Shop Inventory
211,001,86501,,000000,000000,000000,32.25,,CLEARWATER Bottle Shop GST Collected
211,001,86000,,000000,000000,000000,2.50,,CLEARWATER Bottle ShopRounding
211,001,55100,,000000,000000,000000,,20.00,CLEARWATER Bottle Shop Discount
211,001,55500,,000000,000000,000000,5.00,,CLEARWATER Bottle Shop Freight Ex
211,001,86501,,000000,000000,000000,0.50,,CLEARWATER Bottle Shop.Freight Tax
211,001,85600,,000000,000000,000000,,2.50,CLEARWATER Bottle Shop.Inventory AP Accrual
211,001,85600,,000000,000000,000000,20.00,,CLEARWATER Bottle Shop.Inventory
211,001,85600,,000000,000000,000000,,5.00,CLEARWATER Bottle Shop.Inventory AP Accrual
211,001,85600,,000000,000000,000000,,0.50,CLEARWATER Bottle Shop.Inventory AP Accrual
 

  1. Supplier Invoices
     

Field Name

Description

Data Type

Header ID

To be continued ...

Text

Supplier Code

Left blank

Text

Supplier Name

Sourced from the Supplier's Name

Text

Supplier_Site

Currently set to '30DAY'

Text

Payment_Group

Sourced from the Payment Group as configured against the Location.

Text

Invoice Number

Sourced from the Invoice Number and then suffixed with the Item No starting from 1 and incremented by 1 for each line item exported for a specific Invoice. For example, 201908261111_1

Text

Invoice_Date

Sourced from the Invoice Date in the format DD/MM/YYYY

Text

Transaction_Date

Sourced from the Date the Invoice was entered into SwiftPOS. In the format DD/MM/YYYY

Text

Posting Date

This is the Date the Invoice was entered into SwiftPOS. In the format DD/MM/YYYY

Text

Invoice Total

Sourced from the Total Invoice Amount inclusive of Tax

Decimal

Amount

Sourced from the Item Amount inclusive of Tax

Decimal

GST

Sourced from the Item Tax Amount

Decimal

Tax Code

GST or GSTFREE

Text

Description

A concatenation of the following SwiftPOS values separated by a dash '-'

Account Mapping Type (Purchases, Rounding, Discount, Freight, etc)

Master Group (where appropriate)

Location Name

Text

GL Code

The GL Account No is determined using the GL Account Code Format (from Global Preferences > Other tab), the GL Prefix (from Location Full Edit) and the mapped Account specified in the Settings above. For example 211.001.63700.000000

Text


For Example:
Header_ID,Supplier_Code,Supplier_Name,Supplier_Site,Payment_Group,Invoice_number,Invoice_date,Transaction_date,Invoice_Total,Amount,GST,Tax Code,Description,GL Code
95,,ALM Liq Suppliers,30DAY,,201908261111,24/08/2019,24/08/2019,278.25,290.25,32.25,GST,Purchases-Beverage-CLEARWATER Bottle Shop,211.001.63700.000000
95,,ALM Liq Suppliers,30DAY,,201908261111_1,24/08/2019,24/08/2019,278.25,2.50,0.00,GSTFree,Rounding-CLEARWATER Bottle Shop,211.001.86000.000000
95,,ALM Liq Suppliers,30DAY,,201908261111_2,24/08/2019,24/08/2019,278.25,-20.00,0.00,GSTFree,Discount-CLEARWATER Bottle Shop,211.001.55100.000000
95,,ALM Liq Suppliers,30DAY,,201908261111_3,24/08/2019,24/08/2019,278.25,5.50,0.50,GST,Freight-CLEARWATER Bottle Shop,211.001.55500.000000

 

Related Topics

 

  1. Data Export
  2. Import/Export Overview

 

Published 28 Mar 2024