Basware

Archival of XML Material

Location: Archive > Archive Transaction Types

Material in XML format can be archived in the application, in which case the company, the organization unit, and the values of the search keys are identified from the content of the material. The application includes the transaction type Sales Invoices; this may be used to archive sales invoice materials in Finvoice format. For this transaction type, the correct source directory must be defined. The determination of other XML materials to be archived is made as follows:

Click . 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:

  • Style Sheet File: A file that is used to determine the layout of the XML file. An XSL file is needed so that the archive content can be browsed in a comfortable way.
  • Source Directory: The directory which is 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.
  • Conversion file: A file used for converting XML material into the archiving format. Conversion file is not required information.
  • Transaction XML Field: States the root element of the transaction; in other words, it tells the application the elements of the data from which archiving of the XML file starts.
  • The XML Field of the attachment indicates the elements of the archived XML file within which the application will find data on transaction attachments. If no attachments are attached to the material, this field is not compulsory.

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.
  • XML Field: An XML data field from which the identification is made.
  • XML Attribute: If the data is not located in an XML element but in the attribute, define the attribute.
  • Identification Method: Select the identification method to be used. Company data is defined on the Organization Structure page.
    • 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 if the company information cannot be found from the XML Field in the archived material.

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. The Organization Unit Identification tab is not a compulsory information tab, however, the XML Field row has to have some information.

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. 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 on Incomplete Transactions.
  • XML Field: The XML Field defines the XML element where the information can be found. The definition should be in the form "element / child element", for example, "InvoiceDetails / PaymentTermsDetails / InvoiceDueDate". Note that the XML field text must be typed in exactly the same form as it is in the XML material to be archived.
  • XML Attribute: If the data is not located in an XML element but in the attribute, define the attribute. Also define the XML field for the attribute that includes the data. For example, "InvoiceDetails / InvoiceTotalVatIncludedAmount" is an XML field, and "AmountCurrencyIdentifier" is an XML attribute.

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