Basware

Archival of Other Material

Location: Archive > Archive Transaction Types

Other files to be archived in the application can be of many different file types; the preferred format being PDF. From these materials, the company, the organization unit, and the search index values can be identified from the file or directory name, but not the content of the material. Transaction type definitions are made as follows:

Click the button. Organizational Levels dialog box opens. Choose from the list the desired organization level and click Select.

Select the correct transaction type in the Transaction menu when editing an existing transaction type. When you are creating a new transaction type, click the New button and name the transaction type on the Add the New Transaction Type window and press Save.

In Use section defines whether the transaction type is in use. If In Use is not selected, the transaction type is not displayed on the Archive > Search or Archiving screens.

Files Tab

Specify the following data on the Files tab:

  • Source Directory: A subdirectory of the directory defined in the archive settings. However, if in the source directory definition a unc path is used, the complete directory path must be entered for the Archive Transaction Type. For each transaction type, a specific and unique source directory must be defined.
  • The other data on the Files tab must not be completed.

Company Identification Tab

Enter the following data on the Company Identification tab:

  • Identification: Select whether identification is performed for each material or for each transaction. Usually, By Transaction is used.
  • File: The company data can be identified based on the file name. This identification type requires that the archived material is named so that the company information is always in a certain place in the file name. Identification can also be performed based on the directory name.
    • The identification method is specified by pressing the Edit button.
    • When identifying a company, you can only use a selection of the File Name as the Identification Method setting.
    • The File Name section is used to specify where in the directory path and file name of the material the company data is located.
    • Specify the Directory Path level, Position, and Length. Path level of 1 means the disc drive code C:\. After this, every following number means the next directory path level. If the directory path of the file to be archived is for example C:\neo\import\mainbook100xxx.xml, where 100 is the company ID that has to be identified from the file name, specify the directory path level as 5, position as 1 and length as 3.
  • Identification Method: Select the identification method to be used. Company data is defined on the Organization Structure page. Usually, the selection Posting ID is used.
    • Posting ID: The company's accounting ID
    • Name: The company name
    • Business ID: The company Business ID
    • ID: The application internal ID that uniquely identifies companies established in the application. This information does not appear in the user interface, and it can be used as identification only in certain specific situations.
    • EDI ID: The company's EDI code
  • Default Value: The default company value for material that must be archived. The default value is not used if the File field contains a definition that the company is identified based on the file name.
    Note: If you want a default value to be used for the company data instead of company identification from the file name, then delete all data shown after clicking on the Change button using the Remove button, add any data to the XML Field row (for example "."), and select in the Default Value field the correct company data.

Organization Unit Identification Tab

Define your organizational unit information on the Organization Unit Identification tab for the company in the same way as described for the Company Identification tab. Organization unit identification is not compulsory, but some data must be entered on the XML Field row on the tab.

Search Indices

Specify search indices by clicking on the Search Indices button. Search Indices define all interpreted values from material and from file name fields, except for the company and organization unit information. Search fields can be freely defined according to material type (for example Amount, Currency, etc.). Voucher Date is always a mandatory search index. If voucher date must be identified from the file name, it must be in the format yyyymmdd. Specify the following information for the search index:

  • Search Index: The search key name in all supported languages. The search key is displayed in archive searches as a search criterion. The name and type of the voucher date search key cannot be edited and are always compulsory.
  • Type: the type of data in the application.
  • Required: If a search key is compulsory for the archiving of material, define it as compulsory. If compulsory data is missing from the material that will be archived, the material is not archived and the user must complete and archive the incomplete transactions on the Archive > Archiving page by clicking Incomplete Transactions.
  • The File button: If a search index is identified with the file date or file name, you can specify in the File screen the data identification method and the directory path level, position, and length. For more information, see Company Identification.

Save the transaction type data using the Save button.

Ensure that the new transaction type is allowed on the Transaction Types tab of the User Profiles screen for those profiles whose users must have the right to search the archive for transaction type material.

Parent topic: Archive Transaction Types