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Table of Contents (on this page)
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Introduction
This document provides instructions for setting up XML Statements.
Procedure
From the Optifacts main menu:
Type 3 - Editor Utilities and press enter.
Type 1 - Customer Database and press enter.
Type 13 - Configure Stmt/Faktura and press enter.
- Enter all applicable information pressing enter past each field.
- Press escape to save the data.
- Type E to exit the screen.
There are 3 screens for the XML Statement.
Field Definitions
Account Number - Customer Account Number
Statement Format Name - Name of file that holds the format commands (don't include suffix .fo or .xsl)
Delivery Note Format Name - Name of file that holds the format commands (don't include suffix .fo or .xsl)
Stock Invoice Format Name - Name of file that holds the format commands (don't include suffix .fo or .xsl)
Weekly/Bi-Weekly/Monthly - (1-4): Daily, W: Weekly, B: Bi-Weekly, M: Monthly (dflt), 0: Anytime
Accounting Code Code - Leave Empty
General Ledger Group - GL Group assignment. This entry should match a group in the GL Account Editor.
Value Added Tax # - VAT tax ID used in Europe
Per Day Shipping/Handling - Postal Charges for each day for which a job was shipped.
VAT Regime - - Leave Empty - in Europe they may use for sales indicator as inside country, outside country, or EU
Payment Form - Payment Form for Reference
Billing PO - Billing PO Number for Statement
Payment Term Days - Payment Term in days (30, 60, 90, or 120)
Note Pricing Display - Delivery Note: S: Suppress Price, L: List Price, N: Net Price
Currency Code - Currency Code for this customer. Must exist in Currency Editor.
ASN File Flag - Create ASN files for bulk orders? (E)xternal customer, (I)nternal, (N)o.
Delivery Note Language - Language to print on the Delivery Note for this customer.
Main Price List Name - Price List name for Commercial Agreement for customer's primary price list.
Discount from Main List - Discount Percentage off of Main List to be applied on the delivery note.
Sales Group - Sales Group for Reference
ID - Sales ID Number for reference.
Buying Group - Buying Group for reference.
ID - Buying ID Number for reference.
Chain Group - Chain Group for reference.
ID - Chain ID Number for reference.
Business Type - Business Type for reference.
ID -Business ID Number for reference.
Bank Name - Bank Name for reference on billing statement.
Bank Account - Bank Account Number for reference on billing statement.
Inactive Customer - I for Inactive, A for active.
Inactive Since - Date the customer is put on Inactive Status (for reference only).
E-Mail Address - Customer's E-Mail address.
E-Mail Address 2 - Customer's E-Mail address.
E-Mail Address 3 - Customer's E-Mail address.
E-Mail Address 4 - Customer's E-Mail address.
E-Mail Address 5 -Customer's E-Mail address.
Fax Number - Customer's Fax Number.
Warehouse ID - Numeric Warehouse ID
Credit Code - Code for credit reason
Bonus - Calculate Bonuses M: Monthly, Q: Quarterly, Y: Yearly
District - District for reference
Route - Route for seller to use
Public Price List Catalogs - Number of Public Price List Catalogs
Private Price List Catalogs -Number of Private Price List Catalogs
Register ID - Account's business register ID
Automated Confirmation Format ID - Format ID for file output for confirmations
Faktura Sequence Group - Group for Faktura sequence, prefix and printing
Instrument Main Pricing List - Price List name for primary price list for instruments.
Instrument Secondary Pricing List - Secondary price list for instruments to add to primary list.
Second Value Added Tax # - Second VAT tax ID used in Europe
Secondary Pricing List (long prompt) - Price List name for customer's secondary price list to add to primary list. Use format xxxxx,xxxxx,xxxxx (price list name with a comma between names and no spaces before or after the comma.
Statement Groups
Assign customer to the appropriate Faktura groups. Some accounts are weekly, monthly, etc. There are four daily grouping that can be set up.
Example:
Grouping 1 might be run in the morning and grouping 2 might be run at the end of the day.
STATEMENT/FAKTURA CONFIGURATION
Account Number: [ 1]
Statement Format Name: [ ]
Delivery Note Format Name: [ ]
Stock Invoice Format Name: [ ]
Weekly/Bi-Weekly/Monthly: [2]
General Ledger Group: [BASE ] Value Added Tax #[vat12345 ]
Per Day Shipping/Handling: [0,0 ] Payment Term Days: [120 ]
Currency Code: [DM ]
Delivery Note Language: [polish ]
Main Pricing List Name: [POLAND ]
Discount from Main List: [10,0 ]
Secondary Pricing List: [200189 ]
Bank Name: [ ]
Bank Account: [ ]
Sales Group: [ ] ID: [ ]
Buying Group: [NEW BUYING GROUP ] ID: [ ]
Chain Group: [ ] ID: [ ]
Business Type: [ ] ID: [ ]
(1-4): Daily, W: Weekly, B: Bi-Weekly, M: Monthly (default is Monthly)
When running statements pick the proper group for the Faktura (Statement) run.
From the Optifacts Main Menu:
- Type 1 – Accounts Receivable and press enter.
- Type 2 – Monthly Routines and press enter.
- Type 2 – Monthly Statements and press enter.
- Enter the information pressing enter past each field.
ACCOUNTS RECEIVABLE MONTHLY STATEMENTS REPORT
Output to screen, printer or file (S/P/F)? . . . . . . . . . . . . P
Printing GL Output, Temporary or Real statements (T/R/G)? . . . . T
New Page/Screen for every account (Y/N)? . . . . . . . . . . . . . N
Print Daily, Special, Weekly, Bi-weekly, or Monthly (1-4/S/W/B/M)? 1
Statement run will default to today’s date for both start and end dates but these dates can be altered at run time as needed.
Note: Another option is S for Special. This allows a special statement run for an account or group of accounts that will function like a daily statement run. Start and End dates will be prompted. This feature is convenient if a Faktura print is needed for a customer that stops in to pick up a set of orders. Even if the customer is typically a monthly Faktura customer, a special run can be made that will include orders that have been accumulated during the time period specified by start and end dates of the statement run.