HiFinance
5
SECTION
2.5.3.3 - CREDITOR PURCHASE ORDERS ASCII EXPORT
USAGE: To export a file detailing,
all or a subset, of the information on the Creditor Purchase Orders 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
export the data. Choose the order you wish to export the data by pressing the
number next to the option. If you choose to print BY OTHER KEYS, another menu will open to allow you to specify
which of the three OTHER KEYS you actually require.
Hint: If you intend to limit the report to a range of
transactions, it is most efficient to print the report in the same order. Eg if
you wish to limit the report to a range of dates, the report will scan the
transaction-file faster if you also print the report in date order.
If you choose to print in Inventory Code order, only
Inventory lines will be included in the report.
Having chosen from the options, the following
questions will appear:
PRINT COMPLETED ORDERS Normally you would want to exclude completed orders
from the report unless you specifically wish to just list completed orders. In
either case, reply Y or N, as required.
PRINT UNCOMPLETED ORDERS The default answer to this question is Y, but if you wish to print completed orders only, rely N.
PRINT COMPLETED LINES When you update an Order to an Invoice, HiFinance
tags lines as completed when you invoice at least as much as has been ordered.
If you wish to have these completed lines included in the report, reply Y. Note that choosing N for COMPLETED ORDERS (above) overrides this option.
PRINT UNCOMPLETED LINES This option is similar to the previous question
except that it refers to uncompleted lines. Again you should note that choosing
N for COMPLETED
ORDERS (above)
overrides this option.
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.
INVENTORY CODE RANGE This is allows you to print only orders for a range of
Inventory codes. This field will not limit General Ledger or Job lines.
EXPECTED DATE RANGE This allows you to limit the report to a range of Expected Dates, eg
to list only back-orders, enter 01/01/0001 for the lower limit and
yesterday’s date for the upper limit.
ORDER DATE RANGE This allows you to limit the report to a range of date’s
ordered. This can be used to find a lost order or to organise deliveries in
batches.
OTHER KEY RANGE This may appear as a different literal depending on how
you have defined the field in SYSTEM
PARAMETERS.
REFERENCE RANGE This reference number, ie Order number.
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 orders master-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.
