Receiving transactions from pre-systems

Related topics

This routine deals with the following types of pre-system transactions:

• A/R invoices (with or without connected G/L postings depending on your setup).
• A/P invoices (with or without connected G/L postings depending on your setup).
• Pure G/L postings, such as payroll postings.

Note: Transactions from DC1 Distribution are transferred from DC1 Distribution and are therefore not handled in this routine. There is, however, one exception to this and that is for the dependent application DC1 Supplier Marketing Support (SMS) where this interface is used for claim method P (A/P rebate claim) to transfer A/P transactions to DC1 Financials. See About DC1 Supplier Marketing Support (SMS) for more information.

Prerequisites
There are two requirements for this routine:

• You must have the interface files set up. This is done through your System Administrator or your local DC1 representative. You can find additional information regarding interface files in About DC1 Financials interface environment.
• Base information needs to be entered in Work with interface types. See Set up interface types.

You must make sure that your records in the interface transaction file contain all the necessary information to ensure an accurate complete transfer. As there are fewer restrictions when entering your information into interface files there will be a greater probability that an error may occur in this situation. If this is the case, you will receive an error message and error journals instructing you of the problem. You can find further information about this in About maintaining journals in error.

A transfer of invoices is performed by the system in two steps:

1. The system checks that all the information for your invoices and credit notes are correct. If any errors are discovered the invoice journal will be transferred to the Journal maintenance routine for you to correct manually.
2. When the system has updated your invoices and credit notes, the G/L postings that are connected to the invoices will be transferred to the General Ledger. All transactions will have the same journal number.

Apart from receiving transactions automatically from pre-systems the system also receives invoices and credit notes from manual entry. Additional information on this can be found in either of About entering A/P invoices and credit notes manually and About entering A/R invoices and credit notes manually.

Enquiries and printouts

• A/R transactions and balances – contain details and settlement information for all A/R transactions that have been entered.
• A/P transactions and balances – contain details and settlement information for all A/P transactions that have been entered.
• G/L transaction enquiry – shows all the updated postings in the General Ledger.
• A/R batch invoice update journal – showing the invoices updated in the Accounts Receivable.
• A/P batch invoice update journal – showing the invoices updated in the Accounts Payable.
• G/L entry journal – showing the postings to the General Ledger, is printed when the journal is correct and the system has updated the General Ledger.
• G/L transaction detail journal – showing each individual transaction before summation, will be printed if Print detail list is set to YES in the G/L control file. This list will also show any pricing, calculation/redistribution, account completion or account number replacement that the system has performed.
• G/L transaction summary journal – showing which transactions in the journal have been summarised, will be printed if the Summary code field in Work with interface types is set to YES.

  Note: The above only applies for transactions received from pre-systems. For manually entered transactions, summation depends on the settings for Summarise trans in the G/L control file.

• G/L VAT journal – showing details for all VAT transactions in the G/L journal.

If errors occur when the update is performed, the above mentioned journals will not be printed. The system will instead print one of the error journals described below, with details for the error, and the journal will have to be corrected in the Maintain journals in error routine. When corrected, you attempt the update again.

The following error journals exist:

Related topics

• Set up interface types
• Receive transactions from pre-systems
• About entering A/P invoices and credit notes manually
• About entering A/R invoices and credit notes manually
• About DC1 Financials interface environment
• About DC1 Supplier Marketing Support (SMS)
• About maintaining journals in error