HiFinance 5


 

SECTION 1.5.3.3 - DEBTOR SALES ORDERS ASCII EXPORT

 

USAGE: To export a file detailing, all or a subset, of the information on the Debtor Sales 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.

 

Note: This program specifically ignores any orders that do not relate to Inventory. Thus this report cannot be used if you enter orders that relate to General Ledger lines or Jobs. Also, text lines are ignored and any freight is not shown.

 

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 salesmen, the report will scan the transaction-file faster if you also print the report in salesman order.

 

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.

 

ONLY PRINT LINES WITH POSITIVE STOCK-ON-HAND    This option allows you to filter-out Inventory items that have nothing in stock. This can be useful for deciding which orders can be filled.

 

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.

 

DEBTOR CODE RANGE      This is the Debtor’s code.

 

INVENTORY CODE RANGE          This is allows you to print only orders for a range of Inventory codes.

 

DUE DATE RANGE This allows you to limit the report to a range of Due 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.

 

SALESMAN RANGE This is the salesman code as it appears on the transaction-file (not the Debtor master-file).

 

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, i.e. 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 DEBTOR ASCII EXPORT MENU. If you enter Y, the screen will clear and the Debtor 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 DEBTOR ASCII EXPORT MENU.

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