HiFinance 5




USAGE: To export a file detailing, all or a subset, of the information on the Creditor transaction-file. This export file can then be used as input to other programs, such as Spreadsheets, Databases and Word-processors. This gives you the flexibility to format reports, etc. in ways not otherwise available in HiFinance.


DISCUSSION: When you choose this option, the screen will appear as follows:



Here you can choose the order in which you wish to print the report.


Hint: If you intend to limit the report to a range of transactions, it is most efficient to export the file in the same order. Eg if you wish to limit the file to a range of group, the program will scan the transaction-file faster if you also export the report in group order.


Having chosen from the options, the following questions will appear:


UNALLOCATED TRANSACTIONS ONLY            This option is particularly useful for picking up unpaid Invoices. If you answer Y, HiFinance will mask any full paid transactions.


INCLUDE ALL CREDITOR TRANSACTIONS  If you do not wish to set any limits on the report, enter Y otherwise enter N. If you enter N, you will be asked a list of further questions.


The following question asks you to enter both a lower and upper limit. The upper limit must not be less than the lower limit. The default answers define the extreme limits of the field. You do not have to change all of these limits. Only change the ones you wish to, and tab past the others.


CREDITOR CODE RANGE This is the Creditor’s code.


OTHER KEY RANGE           This may appear as a different literal depending on how you have defined the field in SYSTEM PARAMETERS.


GROUP RANGE This is the Creditor Group.


TRANSACTION DATE RANGE     This is the transaction date.


TRANSACTION VALUE RANGE   This is the total value of the transaction.


REFERENCE RANGE           This reference number, eg Purchase number.


AUDIT NUMBER RANGE   This Transaction Audit Number. Printing in this order will sort the report in the order the transactions were entered into the system irrespective of whether a transaction was forward or backdated.


In all cases, the default answers are the extreme limits of each range, so if you do not wish to limit the report on a particular field, just bypass it.


INCLUDE ALL TRANSACTION TYPES            If you wish to print exclude any transaction types, enter N here and you will be presented with a complete list of Creditor transaction types to choose from. If you wish to include all transaction types, simply enter Y.


Next you will be asked for the export file name and options. A full explanation of the fields may be found in FORMATTING ASCII EXPORT FIELDS (see SECTION B). If you are using the export function for the first time, you are strongly encouraged to view this section of the manual. To end this page, press <F10> or <Enter> past the last option. You will next be presented the following screen:



This screen relates to the exact fields you wish to export. The top of this screen displays the file name you will be exporting, as a reminder. The centre portion of the screen displays the short name of each field available for export. Next to this is a longer, more descriptive name (which can be exported instead of the short-name). On the right-hand-side is either a Y or N. If the field has a Y, the field will be included in the export. If the field has an N, the field will not be exported. You must choose at least one field to export. You may use the cursor keys to view all fields, as you would in search screens. You can change the INCLUDE column by moving the highlight bar to the relevant field and entering a Y or N (or + or -). The bottom of the screen displays the number of fields you have chosen and the total possible number of fields.


There are also function keys available for manipulating FIELD NAMES:


<F1>                  This will only be available is the current field is not being exported. Pressing <F1> will change INCL status to Y.


<F2>                  This will only be available is the current field is being exported. Pressing <F2> will change INCL status to N.


<F4>                  This will return you to the FILE NAME and OPTIONS entry screen.


<F5>                  This will only be available if at least one of the fields has been excluded from the export. Pressing this key will change all fields to Y.


<F6>                  This will only be available if at least one of the fields has been included in the export. Pressing this key will change all fields to N.


<F8>                  This will restore the field choices to the state that they were before you entered the program.


<F10>                When you have finished choosing the fields you wish exported, press <F10> to start the export process. This option will not be available unless at least one field has been chosen for export.



When you have entered all the above information, press <F10> and you will be asked START FILE CREATION? If you answer N, the program will reset and return you to the CREDITOR ASCII EXPORT MENU. If you enter Y, the screen will clear and the Creditor transaction-file will be read in. During this time the computer will be selecting account records according to the selection criteria you have just entered will start writing the selected fields to the export file.


Like other reports, it is possible to stop the export of the ASCII file by pressing <ESC>. However, the ASCII file will have been created up to the point where you stopped it.


When the report has completed, HiFinance will return you to the CREDITOR ASCII EXPORT MENU.

Return to Table of Contents  Return to Table of Contents