SECTION 220.127.116.11 - CREDITOR MASTER-FILE ASCII EXPORT
USAGE: To export a file detailing, all or a subset, of the information on the Creditor master-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 function, HiFinance will firstly ask you in which order you wish to export the data. 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.
The export is the same irrespective of report order, however if you intend to limit the export to a range of Creditors, it is more efficient to export the file in that order, because HiFinance can then optimise the search pattern.
When you enter this program, the following questions will appear:
INCLUDE ALL CREDITORS If you do not wish to set any limits on the export, 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.
CODE RANGE This is the Creditor’s code.
GROUP RANGE This is the Creditor Group.
NAME RANGE This is the first 10 characters of the Creditor’s name.
POSTCODE RANGE This is the postcode. For this to work, you must use the postcode field on the Creditor’s master-file.
OTHER KEY RANGE This may appear as a different literal depending on how you have defined the field in SYSTEM PARAMETERS.
YTD PURCHASE RANGE This is the total purchases for this year and next year, irrespective of the period you are running the report for.
TOTAL BALANCE RANGE This is the total balance, irrespective of the period you are running the report for.
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 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.
Certain fields might require extra information, eg cut-off-dates. If this is the case, HiFinance will clear the screen and ask for the relevant information to be entered. Generally, this information is not retained and you will need to enter it each time you run the export. Also, certain fields might be sensitive, eg Bank accounts. If you choose one of these fields, HiFinance will force you to enter the SUPERVISOR’s code and password. The list of relevant fields depends on the installation.
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.