SECTION 18.104.22.168.4 - IMPORT A GAS MILK-RUN
USAGE: To import the information supplied by the Carrier to be applied to the Debtor and Creditor Master files. This program is only relevant for those sites that us the Fuels option.
DISCUSSION: This program is Carrier specific. The file layout can be different each Carrier because each Carrier uses a separate program. The screen displays a list of defined Carriers for whom an import program exists. Typically, the screen will look as follows:
When you start the program, HiFinance checks for the import file. The name depends on the Carrier. The file is always expected in the normal data directory (eg h:\hf4data\ifa). If no file is found, an error is displayed and the program returns you to the menu.
Currently, the file names for import are:
AUST.PETROLEUM VIC............ austpet.dat
AUST.PETROLEUM SA............. auspetsa.dat
TOLL GAS..................................... toll.dat
As most import procedures use fixed length records, it is imperative that you make sure that the file matches the correct file layout, for that Carrier. If you do not, incorrect entries will result.
If a file of the correct name is found, HiFinance will attempt to interpret the file. The file will be read and each record will be tested to make sure that the Debtor exists and that the Carrier code is valid. When this is complete, you are asked to confirm that you wish to start updating. If you answer YES, the file will be read in again, however, this time the information will be used to update the various files. When complete, you will be returned to the menu.
Files updated by each line in the Import program:
Debtor master-file: The total of the sales and cost-of-sales is posted to the Debtor’s record. In the case of a Debtor/sub-account relationship, the outstanding balance is posted to the parent account only. However the sales are posted to the actual Debtor, which might be the parent or sub-account.
Debtor Group file: The totals posted to the Debtor will also update the Debtor Group totals.
Salesman master-file: Total sales and cost-of-sales are posted to the Salesman.
Debtor transaction file: An Invoice transaction is created for each Debtor.
Creditor master-file: The total of the Carrier fees is posted to the Carrier Creditor.
Creditor Group file: The totals posted to the Creditors will also update the Creditor Group totals.
Purchase Order file: The Fuel Purchase is actually created as a Purchase Order so that it can be reconciled with the Invoice from the Supplier.
Debtor transaction file: A Purchase transaction is created for each Creditor.
Inventory Master-file: Each line will create a Purchase and Sale in the Inventory. This is posted to the totals for LPG. As well as this, the Purchase Order will reflect in the On-Purchase Order total in Inventory.
Inventory Group file: Any totals updated in the Inventory master-file will be reflected in the Group file.
Inventory transaction-file: Each line will create a Purchase and Sale in the Inventory. Each transaction will create an appropriate transaction.
General Ledger master-file: Each import line will update the Trade Debtors, Sales, Cost-of-sales, Trade Creditors, Stock-on-Hand and GST accounts.
General Ledger transaction-file: Each General Ledger master-file update will create a matching transaction. These accounts must be defined in the GENERAL LEDGER CONTROL ACCOUNTS.