Importing Basic Data into the Application
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You can import basic data into the application from an external system. This data includes ledger accounts, tax codes, posting dimensions, suppliers and exchange rates. Before reading, select in each operation screen a list, to which the data is to be imported. The options are: chart of accounts, tax code list, posting dimension list, supplier list, or exchange rate list. Start data import by pressing the Read (accounts / tax codes / values / suppliers data / rates) button on each function screen.
- Add New and Keep Old: Adds new data from a file to the list, but does not make any changes to data already in the list.
- Add New and Update Old: Adds new data from a file to the list, and updates the existing list data that is included and has been amended in the file.
- Add New, Update Old and Remove Removed (only while reading suppliers): Same as above; in addition, all those suppliers are removed from the list that are not included in the material being read.
- Remove Old before Transfer: Option to delete all data from the list.
- In general, either the "Add New and Keep Old" or "Add New and Update old" option is used.
- The last two selections should be used with caution. For example, the processing mode "Remove Old before Transfer" in the suppliers section deletes all suppliers from the list of suppliers. When new suppliers are read into the application, they are established with new application internal IDs so that, from the application’s viewpoint, the new supplier is different from the deleted supplier. In this case, suppliers may appear twice in the browser search of the archive. Another supplier option retrieves the transactions stored for the supplier before the deletion, and transactions saved for the new supplier established after the deletion will be retrieved with the other supplier option.
- When reading suppliers, the options Add new, Update old and Remove removed, as well as Remove old before transfer are visible only if the Suppliers, Interfaces, Remove suppliers function has been enabled in the user's user profile.
- By selecting On Workstation, materials to be transferred can be read from the disc resource found by the workstation that the user uses. You can select the material to be transferred by pressing the
button next to the Select the material to be imported field. The file selected in the selection window appears in the Material to be Read field. Only one file can be processed at a time.
- By selecting On Server the material to be read will be read from the directory that has been specified through the Interfaces function.
In the section titled Suppliers and Supplier Data you can specify default values for the data to be read. On the Read Suppliers screen, the default payment system can be selected for suppliers.
You can select the interface via which data are read into the application by using the Interface list. For more information, see Defining an Interface.
Read material into the application by using the Read button. The transfer will be recorded in the transfer log.
When user data are read into the application for each user to be read, data is stored (and, if necessary, completed) on the Users screen.
Defining an Interface
Press Interfaces button. The Interfaces button is active only if your user profile includes the right to edit the corresponding interface. If you define new interface data, click on the New button. Choose the correct Organizational Level, name the interface, and click the OK button.
If you want to view existing interface data, select the appropriate settings level and then the interface you want to view in the Interface Name field.
Basic Data Tab
Interface Type: specifies the format of the file to be read. Usually the selection ASCII is used.
Files Tab
- File: the directory path and the file name of the material. The directory reported from the viewpoint of the application’s server.
- Processing: configure how the material specified in the File section is processed after importing. This setting can be used, for example for preventing inadvertent re-importing of the same material due to scheduling. For now, the Processing setting only supports interfaces that are used for importing payment feedback. The Keep option keeps the material in the directory. The Delete option deletes the material after importing. The Rename option renames the material after importing. The new name for the material is entered in the field adjacent to the option.Note: The Processing setting has no effect if the material is imported from a user's workstation or if an error occurs in the importing process. In this case, the material is kept in the directory on the application server regardless of the Processing setting.
- Description File: select the correct description file. The description file defines the format the material to be read is in. The list is available when ASCII is selected as the interface type. Description files can be viewed by selecting .
- Conversion File: select the conversion file to be used for XSLT conversion. With the conversion file, the material to be imported is converted into Basware XML material from which the data is imported into the program. The list is available when XSLT is selected as the interface type.
- Character Set: select the character set that was used to generate the material to be read. In Western Europe, the most widely used character set is Latin-1.
Timings
The reading of accounts, posting dimensions, suppliers, and exchange rates can be timed by defining timing for the operation by clicking on the Timings button. Reading material from workstation cannot be timed.