TechOne Export

 

Back Office > Data Export > Data Portal > TechOne

 

Description

 

This feature is used to export SwiftPOS Sales, Stock Movements and Supplier Invoices to TechOne.

 

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 TechOne export does not export individual Account (Debtor) specific data, but rather exports data that can be imported into TechOne in a single Debtors Account (and NOT into individual Debtor Accounts).
    2. Stock Movements - All Stock Adjustments, Transfers, Wastage and Stocktakes.

 

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

 

    1. Supplier Invoices - All completed Invoices. Note : Suppliers in SwiftPOS will need to be configured in TechOne prior to importing into TechOne.

 

To Be Considered

 

  1. Note : All assigning tabs MUST HAVE Accounts assigned. Unassigned Accounts may cause errors. The assigning tabs are:
    1. Clearing Accounts
    2. Sales Accounts
    3. Inventory Accounts
    4. Freight Accounts
    5. Surcharge Accounts
    6. Discount Accounts
    7. Rounding/Misc Charges Accounts
  2. Stock transfers between Locations that exist in different Location Groups (Venues), is supported when exporting to a single TechOne Company file. Obviously TechOne Accounts will need to be configured for the Locations in question.
  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 TechOne 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 Venue Code is set for all Location Groups (Venues) that will be exporting data.
  4. Ensure the Branch Code field is configured for all Locations in those Location Groups (Venues) that will be exporting data.
  5. GL Account Code:
     

The GL Account Code exported is sourced from 2 places:
 

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

Example :

 

GL Account Code Format

Branch Code

TechOne Account

GL Account Exported

Comments

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

 

Setup

 

  1. In SwiftPOS Back Office > Data Export > Data Portal > TechOne > Settings - Create the TechOne Accounts required to assign SwiftPOS combinations found in the tabs to the right. For example, Clearing Accounts, Sales Accounts, Location/Master Group Inventory 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 TechOne Account List (Chart of Accounts). Note : Using the example GL Account Code format outlined in the Pre-Requisites above, Account Codes added would need to be 5 numeric digits and must be unique.
     

 

Accounts

 

This tab is accessed from here and is used to configure a list of TechOne Accounts that will be used by the Export feature to assign/map to SwiftPOS Location/Media, Location/Master Group combinations and SwiftPOS Locations in the tabs to the right.

 

Grid

 

  • Accounts - Lists the TechOne Accounts that have been added to support the Export of data.
  • Description - Displays the Description given to the TechOne Accounts created.

 

Footer

 

  • Add Row - Select to add a row to the grid
  • Delete Row - Select to delete the currently selected row.
  • Tax Codes:
     
    • Tax - Displays/Enter the tax code used in TechOne for normal sales. In Australia, this would be set to GST.
    • Tax Free - Displays/Enter the tax code used in TechOne for sales that do not include tax. The default value is FRE.
    • Non Taxable - Displays/Enter the tax code used in TechOne for payment of wages, bank fees etc. The default value is N/T.

 

As a guide and at a minimum the Accounts needed to be available/configured in TechOne are as follows:
 

  1. Bank Type Accounts
    1. Undeposited Funds - An account to which Cash payments/refunds from sales made can be posted.
    2. Clearing Account - An account to be used as a default account for the assigning/mapping of SwiftPOS Location/Media combinations.
  2. Accounts Receivable Type Accounts
    1. Trade Debtors - An Account to which Customer/Member Account Charges/Payments can be posted.
  3. Asset Type Accounts
    1. Inventory - Accounts to which Stock Sales generated transaction data can be posted.
  4. Revenue Type Accounts
    1. Sales - Accounts to which income/revenue from sales made can be credited.
  5. Cost of Sales Type Accounts
    1. Cost of Goods Sold (COGS) - Accounts to which the Cost of Goods from sales can be posted.
    2. Stock Adjustments - Accounts to which Stocktake and Stock Adjustments (Receipts, Adjustments, Damaged Goods, Returns, Promotions and Wastage) generated transaction data can be posted.
  6. Income Type Accounts
    1. Surcharge - Accounts to which Supplier Invoice related Surcharges  can be posted.
  7. Expense Type Accounts
    1. Freight - An Account to which Supplier Invoice related Freight Charges can be posted.
    2. Discounts - An Account to which Supplier Invoice related Discounts can be posted.
    3. Rounding/Misc Charges - An Account to which Supplier Invoice related Rounding/Misc Charges can be posted.
    4. Unders & Overs - An Account to which variances in POS Terminal Cash Offs can be posted.

 

Note : For sites with multiple Locations, they may choose to create Location specific Accounts. Obviously this list will vary from site to site and will also be dependent on the site's specific Chart of Accounts (Account List). Liaise with Accountants to ensure the Accounts required are configured correctly.

 

  1. Using the Clearing Account, Sales Accounts, Inventory Accounts, Freight Accounts, Surcharge Accounts, Discount Accounts and Rounding/Misc Charges Accounts tabs to the right of the Accounts tab, assign/map the SwiftPOS Location/Media, Location/Master Group and Location entries in the grid of each tab, to the appropriate TechOne Accounts (as created in step 1 above). This can be done by using the Quick setup options available in the header section of the tabs, or by selecting from the drop down list of Accounts, listed on the right hand side of the grid, in each of the tabs. Note : All grid entries in each of the tabs MUST BE assigned/mapped to TechOne Accounts.

 

 

 

 

 

 

 

 

These screenshots are an example of the assignments/mappings required for one Location. This will need to be repeated for all other Locations in a multi Location site.

 

Note : It is highly recommended that ALL grid entries in ALL tabs are assigned/mapped to a TechOne Account.

 

Operation

 

  1. Backup your TechOne 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. This will need to be done for both General and Purchase Journals.
  3. Select the Version to be used when exporting the data.
  4. Once all transactions have been marked as exported, then reset transactions for the specific Trading Dates that need to be exported to TechOne. This can be done using the Reset buttons in the screen below. This will need to be done for both General and Purchase Journals.
  5. Export for both the General Journals and the Purchase Journals for the dates reset. The export files generated will be CSV delimited (.CSV) files, and by default files will be written to the TechOne Data Export Path specified against each Location Group (Venue).
  6. Note : Once all the setup (above) has been completed, it is highly recommended to initially export to TechOne 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.
  7. In TechOne import the files generated by the Export. The files generated are named as follows:
     
    1. For General Journals - GENERAL-YYYY_MM_DD_HH_MM_SSS.csv
    2. For Purchase Journals export files (SERVPUR-YYYY_MM_DD_HH_MM_SSS.csv

 

 

This screen is accessed from SwiftPOS Back Office > Data Export > Data Portal > TechOne > Export.

 

This screen is used to facilitate the export of General Journal and Purchase Journal data from SwiftPOS. This General Journal data includes both Sales and Stock Movement transaction data, while the Purchase Journal data includes completed Supplier Invoice data.

 

General Journals

 

  • Version - Select one of the Version options available.
  • Location Group - Select from the drop down list the All or one of the Location Groups for which data will be exported.
  • Include in EOD - Select to include as part of the End of Day (EOD) TechOne Export.
  • Sales Only - Select to exclude Stock movements such as; Transfers, Adjustments, Stocktakes, Returns, Wastage, etc. Note : Selecting this option will still include COGS.
  • Export Path - Displays the TechOne 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 TechOne Data Export Path has been configured for the selected Location Group (Venue).
  • Trading Date - Select from the drop down list of dates the date for which and export file is to be created. Select the Refresh icon to refresh the drop down list of Trading Dates. 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_06_19_13_14_18_023.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:
     

 

  • Location Group - Select from the drop down list the Location Group for which data will be exported.
  • 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 TechOne.

 

  • 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 TechOne for the first time (see Setup above) and there is a requirement that all previous General Journal related transactions are marked as Exported.

 

Purchase Journals

 

  • Similar to the General Journals above, except that it now applies to completed Supplier Invoice related data. When the Export button is selected an export file will potentially be generated that will be named similar to SERVPUR-2018_06_19_13_15_17_019.csv and written to the Export Path specified.

 

End of Day

 

To ensure General Journals and Purchase Journals are 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 the General Journals and Purchase Journals.
  3. Ensure the TechOne 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 > SwiftPOS Services > End of Day Services. An example of the entries expected to be seen in the Event Log is shown below:
     

 

  1. Note : The first time the TechOne 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 each of the Location Groups (Venues) that have the TechOne Export option selected in the End of Day screen.

 

File Formats

 

The following are the file formats currently generated by Swiftpos to export to TechOne Export.

 

General Journals

Version 1

 

Field Name

Description

Data Type

ignored

Not Used

 

ignored

Not Used

 

ignored

Not Used

 

Document No

YYYYMMDDXXXXXX where XXXXXX is the Branch Code

Text

Document Date

DD/MM/YYYY

Text

Detail

A description of the Journal entry

Text

Posting Date

This is the Transaction Date in the format DD/MM/YYYY

Text

Company

Currently set to 'ARE'

Text

GL Account No

The TechOne GL Account No as determined using the GL Account Code Format (from Global Preferences > Other tab), the Branch Code and the mapped Account specified in the Settings above

Text

Sub Code

Currently set to '0'

Integer

Cash Analysis Code

Currently set to blanks

Text

Amount

The total sum of transactions including GST

Decimal

Quantity

Currently set to '1'

Integer

Narration

Currently set to the same value contained in Detail above

Text

Currency Rate

Currently set to '1'

Text

ignored

Not Used

 

Amount Exc GST

The total sum of sales transactions excluding GST

Decimal

GL Code

Sourced from the Accounts column in the Accounts tab

 

Venue Code

Sourced from Location Group (Venue) Venue Code

Text

Branch Code

Sourced from the Location Branch Code

Text

 

Version 2

 

Coming soon ...

 

Purchase Journals

Version 1

 

Field Name

Description

Data Type

Branch Code

Sourced from the first 3 characters of the Location Branch Code

Text

Reference No

The Invoice No

Text

Transaction Date

DD/MM/YYYY

Text

Hold Code

Currently set to 'None'

Text

Supplier Code

The Supplier Code

Text

Rate

Currently set to '1'

Text

Terms Code

Currently set to '30DAY'

Text

Payment Date

Currently set to the 30 days in advance of the Invoice Date

Text

Posting Date

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

Text

Narration

Currently set to 'Purchase' suffixed with the Supplier's Name. For example 'Purchase - ALM Liq Suppliers'

Text

Line Type

Currently set to 'GL'

Text

Sequence No

Indicated the Line Item No starting from 1 and incremented by 1 for each line item exported for the same Invoice

Integer

Tax Type

Currently either 'Exclusive' or 'Inclusive'

Text

Tax Code

Sourced from the Tax Codes specified in the Accounts tab of the Settings screen above

Integer

Quantity

Currently set to '1'

Decimal

Unit Price

Currently set to the same value as the Net Amount below

Decimal

Discount Percentage

Not Used

 

Discount Amount

Not Used

 

Tax Amount

The amount of Tax applicable

Decimal

Tax Percentage

The percentage of Tax applicable

Decimal

Net Amount

The Invoiced amount including Tax

Decimal

Line Narration

Currently set to be sourced from the Location Name, suffixed with Account Description (from the Accounts tab in Settings). For example : CLEARWATER Bottle Shop - Inventory - CW Bottle Shop Beverage

Text

Company Code

Currently set to 'ARE'

Text

GL Account No

The TechOne GL Account No as determined using the GL Account Code Format (from Global Preferences > Other tab), the Branch Code and the mapped Account specified in the Settings above

Text

Sub Code

Currently set to '0'

Integer

TranType

Currently set to 'APInvoice'

Text

Invoice URL

If applicable this field will contain the URL string from which the Invoice was downloaded. Note : This does not include sensitive login data, but rather placeholders depicted by {} brackets.

Text

Venue Code

Sourced from Location Group (Venue) Venue Code

Text

 

Version 2

 

Field Name

Description

Data Type

DOCID

Document Number - Document number of each Invoice. Changes with each invoice number, starting from 1 in each file. There will be a 2 lines per document (line 1 is the header details of the creditor, line 2 is the coding of the costs.

Text

DREF1

Invoice Number - Invoice number of AP Invoice

Text

DDATE1

Document Date - DD/MM/YYYY - Date of Invoice

Text

DSOURCE

Document Source System - Currently set to 'AP'

Text

LINEID

Document Line Number - Line number of Document. Line 1 is the header and value of the invoice (negative). Line 2 is the same value as a positive

Text

LNEDETAILTYPE

Line Detail Type - Currently set to 'L'

Text

LLDGCODE

Ledger Code - Line 1 of document is 'AP' for the creditor account; lines 2 in the document will be 'GL'

Text

LACCNBR

Account Number - First line of document is the creditor account (7 characters); other lines in the document will be the GL Account String

Text

LDUEDATE

Due Date - DD/MM/YYYY - 20 days from the invoice date

Text

LGSTTYPE

GST Type - Set to I (Letter I) for Inclusive

Text

LGSTRATECODE

GST Rate Code - First line of document is 'NA" as this is the header for the debtor account; other lines in the document will be 'C' if GST applies and 'Z' if GST doesn't apply

Text

LAMOUNT1

Amount Inclusive of GST

Decimal

LGSTEXCAMT

Amount Exclusive of GST

Decimal

LGSTAMT

GST Amount

Decimal

LNARR1

Narrative 1 - Inventory {dd/mm/yyyy of Invoice}

Text

LNARR2

Narrative 2 - Currently set to 'SwiftPOS_AP'

Text

Title

Not Used

 

 

Sample

 

FORMAT BATCH IMPORT , STANDARD 1.0
DOCID, DREF1, DDATE1, DSOURCE, LINEID, LNEDETAILTYPE, LLDGCODE, LACCNBR, LDUEDATE, LGSTTYPE, LGSTRATECODE, LAMOUNT1, LGSTEXCAMT, LGSTAMT, LNARR1, LNARR2, Title
1,201806061339,06/06/2018,AP,1,L,AP,ALMAC001,26/06/2018,I,NA,-181.50,-165.00,-16.50,INVENTORY 06/06/2018,201806061339,SwiftPOS_AP,
1,201806061339,06/06/2018,AP,2,L,GL,41200,26/06/2018,I,C,181.50,165.00,16.50,INVENTORY 06/06/2018,201806061339,SwiftPOS_AP,

 

Related Topics

 

  1. Data Export
  2. Import/Export Overview

 

Published 28 Mar 2024