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Import e-Slog Preliminary Invoice

Import e-Slog Preliminary Invoice

Import e-Slog Preliminary Invoice

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40594.gif Import/Export data - Purchase Orders

The Import e-Slog Preliminary Invoice function enables to import received preliminary invoices from suppliers they have sent us in the prescribed e-Slog XML file as usual for invoices. Instructions for work and the created file are the same as the one described in the chapter for the import of sales orders (see Import e-Slog documents - receiving). Imported is the e-Slog document type 325 - Quotation.

000001.gif Documentation the import/export of simple XML invoices as e-Slog is based on is available at the Chamber of Commerce and Industry of Slovenia home page: http://www.gzs.si/Nivo3.asp?ID=14871&IDpm=2306.

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Header

Path to XML Files
In the Path to XML files field enter the path to the menu, the received XML files are to be saved.

You can select the menu from a list with a click on the 009330.gif.

Add Missing External IDs to Items register at Import Before importing you must provide that each item ID from the received order (External IF field in the line of the document for import) gets assigned item ID from as it is entered in your database in the Items register (ID field in the line of the document for import). If this connection is not established in the items register, but you select it before the import, you can set through this Add Missing External  IDs to Items register as Import checkbox if this connection shall be permanently recorded in the Items register or no:
  • If the Add Missing External  IDs to Items register as Import box is checked, each connection ID - External ID, entered before the import of data, will be recorded in the Items register -> External ID panel;
  • If the Add Missing External  IDs to Items register as Import box is not checked, each connection ID - External ID, entered before the import of data, will count as a connection for this particular document only and will not be recorded in the Items register to be used in further imports of documents.

For example see also chapters External IDs only and External IDs, then Item IDs.

Read Item IDs With the Read Items IDs checkbook you define how item ID will be filled, it is also transferred to successfully imported documents.

You can select between:

Fill subject's doc. to In the Fill subject's doc. to section select to which field of orders the number of customer's document and the date of the document will be imported. You can select among:
  • Linked document 1 (field Linked document 1);
  • Linked document 2 (field Linked document 2);
  • None (you do not import data about the order).

Data about the order are normally filled in the field for the entry of Linked document 1.

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(Import XML)		 If you click on the Import XML button the program will import the XML file or more detailed data will be imported into the below table (see Details on document for import and Lines of documents for import).

If the previously entered path to the XML file is correct, the program will automatically fill the list of documents for import when you open the present window.

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(Create doc.)		 If you click on the Create doc. button, the program will in the currently active document type (document type in which you have run the function for import) create as many purchase orders as are selected filed for import.

After the document is successfully created, the successfully imported file will be deleted from the menu the file was listed before the import

After you click this button, the program will ask for confirmation (see Do you really want to create documents!).

Details on Documents for Import

Sel. (selected)If the box in the Sel. field is checked, the line is selected for import.

By default are selected all lines for import that were recognized from XML files of the selected menu and do not include errors.

If document includes error (see description of the Error column/field), it cannot be selected for import, neither by default nor you selection, until errors are be removed (see Document cannot be selected for import because it contains errors!).

Filename The Filename field is filled with the name of the file that is to be imported, including data for the path to the appropriate file.
Number (supplier's preliminary invoice) The Number field is filled with the number of the preliminary invoice of the supplier from the XML file to be imported.
Type (imported document)The Type field is filled with the ID of the document type from XML file to be imported (to encode document types is prescribe with the e-Slog). Allowed document types in the file for the import of confirmation are:
  • 325 - Quotation;
  • 380 - Invoice;
  • 381 - Credit note;
  • 383 - Debit note;
  • 386 - Prepayment invoice.

Through this function received preliminary invoices are imported (325 - Quotation type).

To import other document types se import and export of information when received invoices (Import e-Slog documents - receiving).

Transac. 
Return receipt  
Ordered onThe Ordered on field is filed with the date of the order from the document to be imported.

Information can be changed manually before importing.

Supplier In the Supplier field is entered the name of the supplier. The program will look for it in you database according to his or her VAT number from the file for import (see VAT No. field).

If the subject with the VAT number entered in the file is not present in you database this field will stay blank and the program will return an error (see below).
Amount DueThe Amount Due field is filled with the amount to be paid from the preliminary invoice to be imported.
CurrencyThe Currency field is filled with the currency the value from the previous field is expressed in.
ErrorIf the program finds an error in the file to be imported or information are missing on the database the file will be imported to, the import of this file will not be possible. The program reports the type of the error for the line in this Error field, namely as the IRIS form:
VAT No. The VAT No. field is filled with the tax number of the supplier or VAT number from the invoice to be imported.
Ref. model The Ref. model field is filed with the model of the reference from the filed to be imported.
Reference The Reference field is filed with the number of the reference from the filed to be imported.
First and Last name In the First and Last name field is entered the name and the last name of the contact person that is entered in the document.
E-mail address In the E-mail address field is entered the email address to which the exported files should be sent to.
 The email address can be changed manually.
   

Lines of Documents for Import

LineIn the Line field is the sequential number of the line.
IDThe ID field is filled with the ID of the item, the item was received under into your database.

The program will for the item ID though the suppliers item ID, with the suitable selection of the search type and also directly by the items ID. For both examples see:

If you double click this field, the Items register will open.
External IDThe External ID field is filled with the ID of the item that is used by the supplier and is included in the file to be imported.
NameThe Name field is filled with the name of the item from the file to be imported.

Information can be changed manually before importing.

QuantityThe Quantity field is filled with the quantity of the item from the file to be imported.
U/MThe U/M field is filled with the unit of measurement from the imported file in he foreign language.

Information can be changed manually before importing.
Price The Price field is filled with the price of the item as set in the file to be imported.
Discount %The Discount % field is filled with the percentage of recognized discount.
Tax Type The Tax Type field is filled with the tax type from the Items register, it is for the item from the ID field. If the ID field is blank, the Tax Type field is blank as well.

This information is not from the file to be imported.

Tax The Tax % field is filled with the percentage of the on the invoice calculated tax and is drawn from the file to be imported.

If the here entered tax percentage does not comply with the percentage of the tax from the ID of the tax type (previous field), the program will return an error message in the IRS form 4851 Tax rate does not match!.

Amount DueThe Amount Due field is filled with the amount of the total value of the line to be paid.
ErrorIf the program finds an error in the file to be imported or information are missing on the database the file will be imported to, the import of this file will not be possible (see Document cannot be selected for import because it contains errors!). The program reports the type of the error for the line in this Error field, namely as the IRIS form:

 


 

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