16.13.1 Overview
Software Art's optional Transfer AR to Macola module can be activated by calling Software Arts. This module was designed to transfer all pc/MRP open invoices, (AR), without a batch number to Macola 7.0. When run, this program will create and transfer to Macola two text files, ARSLSDST.TXT and ARSLSTRX.TXT.
The first file, ARSLSDST.TXT, contains multiple sales distribution records. Each record will contain a Macola chart of accounts number and the amount to debit or credit that chart of accounts number.
The second file, ARSLSTRX.TXT, contains a transaction record for each invoice included in the batch transfer.
16.13.2 Installing pc/MRP's Transfer to Macola Module
pc/MRP's Transfer to Macola module can be activated by contacting Software Arts at 408-226-7321. Software Arts will send a file, named AR2MACLA.FXP, via e-mail or disk. Use explorer or DOS to copy the AR2MACLA.FXP file into your main pc/MRP directory. Once the program, AR2MACLA.FXP, has been copied into the pc/MRP directory the Export to Macola menu will be activated under pc/MRP's Optional Menu.
16.13.3 Setting Transfer Default Settings and Directories
To set the default settings for transferring invoice (AR) information into Macola, select "Options" on pc/MRP's main menu bar, select "Export to Macola", select "Export AR Files" and select the "Defaults" Button. Fill in the screen shown below with the following information:
Enter the drive and directory where the two files ARSLSTRX.TXT and ARSLDEST.TXT are to be deposited for Macola. We recommend you enter F:\MACOLA70\DATA\, provided you are running Macola 7.0 and it is on your server's F drive.
Enter the first batch number you wish to begin with. pc/MRP will automatically increment the batch number from that point on.
Enter the default chart of accounts number for Macola for part numbers that contain no chart of account numbers in pc/MRP's part master file.
Enter the default chart of accounts number for Macola for sales taxes, freight, and commissions. These chart of account numbers will automatically be debited and credit by Macola when it processes these invoices.
Please note, since pc/MRP has an 8 character chart of accounts number (xxxx-xx-xx) and Macola has a 12 character chart of accounts number (xxxxxx-xxx-xxx), pc/MRP's transfer program will stuff a zero in front of and in back of the first 4 characters of pc/MRP's chart of account numbers and a zero in front of each of the second and third set of pc/MRP's chart of account numbers. For example a pc/MRP chart of account number of 5000 02 01 would become 050000 002 001 when it is transferred into Macola's chart of account numbers.
Check the "Mark Invoices as complete" if you want the invoices to no longer appear as open invoices in pc/MRP once the information has been transferred to Macola. pc/MRP's transfer program actually uses the batch number field (greater than 0) to determine if the invoice has been previously transferred.
16.13.3 Transferring invoice (AR) information to Macola
To automatically transfer invoice (AR) information to Macola, select "Options" on pc/MRP's main menu bar, select "Export to Mocola" and select "Export AR Files". This will allow pc/MRP to run the AR2MACLA.FXP program and the window shown below will be displayed.
If you have not entered the default location, enter the drive and directory where the two files, ARSLSTRX.TXT and ARSLDEST.TXT are to be deposited for Macola. We recommend you enter F:\MACOLA70\DATA\, provided you are running Macola 7.0 and it is on your server's F drive.
Select either resubmit "Old Batch" or submit "New Batch". If you select "New Batch" pc/MRP will create a text file called "ARSLSTRX.TXT" containing each invoice line item without a batch number greater than 0. Once the text file is created, each of these invoice line items will contain the batch number that was sent to Macola. The Stop Date field allows the user to limit the batch to all invoices on or before the specified date.
Each pc/MRP Invoice line item contains a part number. pc/MRP will look at that part numbers chart of accounts number in the part master file and transfer that chart of accounts number with that line item. Invoice line items not containing a chart of accounts number will receive the default part number chart of accounts number found in the default settings. The various chart of account numbers are used to make up a second distribution file named ARSLSDST.TXT that allow pc/MRP to debit and credit various chart of accounts.
If the invoice line item tax rate equals zero, pc/MRP will insert NT1 (Non Taxable) into Macola's Tax Field.
To bring the data into Macola, start Macola, select "System Manager", Select Processes, Select "Import Accounting Files", Select Sales Transactions (ARLSTRX) and Sales Distributions (ARSLSDST), Click on the Save Icon (Disk Icon), Select "No" (you do not want to append to existing distribution batch), select "Exit", Select "No" (you do not want to append to existing transaction batch), select exit, click on icon with red cross to exit the transaction.
To view the data that was brought into Macola, select Accounts Receivable, Transactions, Sales and enter the Batch Number and the first Invoice Number.
16.13.4 Exporting invoice (AR) information to Macola Pseudo Code
Restore last batch number from ar2macla.mem store it to MOLDBATCH
If pc/MRP's Invoice.dbf file has a higher batch number, store it instead
Increment the batch number and store it in M_AR_BATCH
Check and or create the ARSLSDST.DBF and ARSLSTRX.DBF files
Select the Invoice.dbf file
Replace invoice batchno field with M_AR_BATCH for all invoices with no batch#
Create a cursor TEMPINV.DBF file (contains all invoice records new batch#)
If there are no records in tempinv, it display message and quits
Save the new batchno to the AR2MACLA.MEM file
Zap the ARSLSTRX.DBF and ARSLSDST.DBF files
Store the batch number left padded with 0s (10 char total) in MBATCHSTR
Fill the ARSLSTRX.DBF and ARSLSDST.DBF files with the following information
Select TEMPINV
Do while not end of file
STORE 0 TO MDUE, MFEXT, MFTOT, MFDISCTOT, MFTAXTOT, MFFRTTOT,;
MFPAIDTOT, MFITEMTOT, MPOTOTCOST, MCOMMISS, MCOMMTOT
MDOCNO = invoice number from tempinv,8 char,padded left with 0s
MTERMS = terms, 3 char, numeric only from tempinv or if empty put in 30
MSLSMANNO = salesman id numeric only from tempinv
MINVOICENO = invoice number from tempinv
MDOC_TP = document type, 1 char, I = invoice C = credit memo
MCUS_NO = customer acct# from tempinv, 12 char,padded left with 0s
MCUS_NAME = customers name from tempinv, 30 char
MDOC_DT = invoice date from tempinv, 8 char, yyyymmdd
MDUE_DATE = invoice date to be paid (invoice date + terms),8 char,yyyymmdd
MTAX_CODE = tax id code, 3 char from tempinv
MCUSTPONO = customer PO number from tempinv
MTAXR = numeric taxrate from tempinv
Do while MINVOICENO == UPPER(TEMPINV.INVOICENO)
MAIN_NO = 0 + first 4 char of partmast dacct or default part acct + 0000
SUB_NO = 0 + char 5,6 from partmast dacct or default part acct# + 00000
DP_NO = 0 + char 7,8 from partmast dacct or default part acct# + 00000
Add the line item totals to the running invoice totals (DO CALCITEM)
APPEND a distribution record for the part number to ARSLSDST.DBF, replace
DOC_NO (8 char) with MDOCNO (invoice number, with leading 0s)
DOC_TP (1 char) with MDOC_TP (doc type,I=invoice,C=credit memo)
MAIN_NO (8 char) with MMAINNO (chart of acct # for part invoiced)
SUB_NO (8 char) with MSUBNO (sub chart of acct # for part invoiced)
DP_NO (8 char) with MDPNO (dept chart of acct # for part invoiced)
DOC_AMT (15 char) with amt-discount-commission,pad left with 0s + ' '
JOB_NO (12 char) with blanks
CUR_CODE (3 char) with blanks
ORGTRX_RT (13 char) with '00000.000000 '
CURTRX_RT (13 char) with '00000.000000 '
FILLER (50 char) with blanks
Enddo
If taxes were charged (MFTAXTOT # 0)
MAIN_NO = 000 + first 4 char of default tax acct# (M_AR_TAX) + 0
SUB_NO = 000000 + char 5,6 from default tax acct#
DP_NO = 000000 + char 7,8 from default tax acct#
APPEND a distribution record for the taxes to ARSLSDST.DBF, replace
DOC_NO (8 char) with MDOCNO (invoice number, with leading 0s)
DOC_TP (1 char) with MDOC_TP (doc type,I=invoice,C=credit memo)
MAIN_NO (8 char) with MMAINNO (chart of acct # for tax invoiced)
SUB_NO (8 char) with MSUBNO (sub chart of accts # for tax)
DP_NO (8 char) with MDPNO (dept chart of accts # for tax)
DOC_AMT (15 char) with MFTAXTOT tax amt,rounded,pad left with 0s + ' '
JOB_NO (12 char) with blanks
CUR_CODE (3 char) with blanks
ORGTRX_RT (13 char) with '00000.000000 '
CURTRX_RT (13 char) with '00000.000000 '
FILLER (50 char) with blanks
ELSE
MTAX_CODE='NT1' (Macola's code for no tax)
ENDIF
If freight was charged (MFFRTTOT # 0)
MAIN_NO = 000 + first 4 char of default freight acct# (M_AR_FREHT) + 0
SUB_NO = 000000 + char 5,6 from default freight acct#
DP_NO = 000000 + char 7,8 from default freight acct#
APPEND a distribution record for the freight to ARSLSDST.DBF, replace
DOC_NO (8 char) with MDOCNO (invoice number, with leading 0s)
DOC_TP (1 char) with MDOC_TP (doc type,I=invoice,C=credit memo)
MAIN_NO (8 char) with MMAINNO (chart of acct # for freight)
SUB_NO (8 char) with MSUBNO (sub chart of acct # for freight)
DP_NO (8 char) with MDPNO (dept chart of acct # for freight)
DOC_AMT (15 char) with MFFRTTOT frght amt,rounded,pad left with 0s + ' '
JOB_NO (12 char) with blanks
CUR_CODE (3 char) with blanks
ORGTRX_RT (13 char) with '00000.000000 '
CURTRX_RT (13 char) with '00000.000000 '
FILLER (50 char) with blanks
Endif
If commissions were involved (MCOMMTOT # 0)
MAIN_NO = 000 + first 4 char of default commission acct# (M_AR_COMM)+ 0
SUB_NO = 000000 + char 5,6 from default commission acct#
DP_NO = 000000 + char 7,8 from default commission acct#
APPEND a distribution record for the commission to ARSLSDST.DBF, replace
DOC_NO (8 char) with MDOCNO (invoice number, with leading 0s)
DOC_TP (1 char) with MDOC_TP (doc type,I=invoice,C=credit memo)
MAIN_NO (8 char) with MMAINNO (chart of accts number for commission)
SUB_NO (8 char) with MSUBNO (sub chart of acct # for commission)
DP_NO (8 char) with MDPNO (dept chart of acct# for commission)
DOC_AMT (15 char) with MFFRTTOT commiss amt,rounded,pad left with 0s + ' '
JOB_NO (12 char) with blanks
CUR_CODE (3 char) with blanks
ORGTRX_RT (13 char) with '00000.000000 '
CURTRX_RT (13 char) with '00000.000000 '
FILLER (50 char) with blanks
Endif
Append a transaction record of the invoice to ARSLSTRX.DBF and replace
DOC_NO (8 char) WITH MDOCNO
DOC_TP (1 char) WITH MDOC_TP
BATCH_ID (10 char) WITH MBATCHSTR
SRH_DOC_NO (8 char) WITH MDOCNO
BAT_ID_ALT (10 char) WITH MBATCHSTR
CURR_CODE (3 char)
DOC_NO_ALT (8 char) WITH MDOCNO
CUS_NO (12 char) WITH MCUS_NO
CUS_NAME (40 char) WITH MCUS_NAME
DOC_DT (8 char) WITH MDOC_DT
APPLY_TO (8 char) WITH MDOCNO
DUE_DT (8 char) WITH MDUE_DATE
SALES_AMT (16 char) WITH amt-discount-commiss,left pad with 0s + ' '
MISC_AMT (16 char) WITH '000000000000.00 '
TAX_AMT1 (16 char) WITH tax total, left padded with 0s + ' '
TAX_CD1 (3 char) WITH MTAX_CODE
TAX_AMT2 (16 char) WITH '000000000000.00 '
TAX_CD2 (3 char)
TAX_AMT3 (16 char) WITH '000000000000.00 '
TAX_CD3 (3 char)
FREIGH_AMT (16 char) WITH freight total,pad left with 0s + ' '
TERM_CD (3 char) WITH MTERMS
COST_AMT (15 char) WITH po cost total,pad left with 0s + ' '
SLM_NO (3 char) WITH MSLSMANNO
COMM_AMT (16 char) WITH commission total,pad left with 0s + ' '
SALES_REF (30 char) WITH 'CUST PO#: '+MCUSTPONO
COMPLETE (1 char) WITH "Y"
USER_NAME (10 char) WITH "SUPERVISOR"
ORG_TAX_RT (13 char) WITH '00000.000000 '
CUR_TAX_RT (13 char) WITH '00000.000000 '
AMT_TAXED (16 char) WITH ARSLSTRX.SALES_AMT or '000000000000.00 '
TAX_SCHED (5 char)
FILLER_001 (100 char)
Enddo (Continue processing each invoice in TEMPINV.DBF until)
Consolidate distributions of the same chart of account to a single record per invoice
Delete the backup batch files if they exist ARSLDST.BAK and ARSLSTRX.BAK
make backups of the last batch ARSLDST.BAK and ARSLSTRX.BAK
copy the ARSLSTRX.DBF file to an ascii SDF type file named ARSLSTRX.TXT
copy the ARSLSDST.DBF file to an ascii SDF type file named ARSLSDST.TXT
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