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Interface Definitions

These are the import and export interfaces you can use with Data Import Manager:

AP Supplier Import

This option enables the import of Accounts Payable suppliers and/or delivery methods. The import can:

Create a new supplier record if the supplier in the import file does not exist. Accounts Payable Module Control defaults create the new supplier if the detail is not in the import file.
Update the supplier record if the import file contains detail about an existing supplier.
Remove delivery methods from the database if they do not exist in the import file.

AP Transaction Import

Use AP Transaction Import to import Accounts Payable invoices and/or credit notes. The AP supplier must exist in the database before import, and:

The Transaction Type field can import INV and CRN values. If your import contains other values, you must use the Value translations tab on the Workflow Options form to convert another value to one of allowed values. These transaction types represent the invoice and credit note, and determine which type of record is being imported.
The Sign field only allows values C and D. C represents a negative value and D represents a positive value. When used with the transaction type value INV, the example below illustrates the types of record that are assumed:

C

D

INV

Credit Note

Invoice

AR Customer Import

Use this option to import Accounts Receivable customers and/or delivery methods. The import can:

Create a new customer record if the customer in the import file does not exist. Accounts Receivable Module Control creates the customer if the detail is not in the import file.
Update the customer record if the import file contains detail about an existing customer.
Remove delivery addresses from the database if they do not exist in the import file.

You can also set Stop Credit for the AR Customer created or updated through the import if the parent record has the Stop Credit option selected.

AR Transaction Import

Use the AR Transaction Import to import any or all of: Accounts Receivable invoices, credit notes, journals, and receipts.

The AR customer must exist in the database before import.

The Applied Transaction Type field imports these values: INV, REC, CRN and JNL.

INV and CRN are valid for receipts only (depending on whether you are applying the receipt to an invoice or credit note). If your import contains other values, then you must use the Workflow Options > Value translations feature to convert another value (for example ARINV) to one of allowed values.

The Sign field only allows values C and D. C represents a negative value and D represents a positive value. When used with the applied transaction type values INV and REC, the example below illustrates the type of record that are assumed:

	C	D
INV	Credit Note	Invoice
REC	Journal	Receipt

The import defaults detail from the AR customer if any fields are required but not provided through the import — for example, sales person on the AR invoice.

Inventory Item Import

Use Inventory Item Import to import any or all of: stock item, stock location, costs, pricing, reorder details, supplier details, text, pricing date range, quantity breaks range and aliases. The import can:

Create a new inventory item if the stock item contained in the import file does not exist. Defaults from the Inventory Module Control form are used to create the new inventory item if the detail is not contained in the import file.
Update the inventory item if the import file contains detail on an existing stock Item.
Remove stock location, location costs, prices, reorder details, supplier details, or text from the inventory item in the database if they do not exist in the import file.

IN Advanced Pricing Import

Use IN Advanced Pricing Import to import inventory advanced price detail instead of performing manual entries by selecting Data Entry > Inventory > Advanced Pricing > Maintenance > Select Method > Setup.

You can define your own import file layout using the Edit Interface form. Or, you can select the Method field by clicking the Edit Interface button to select an Advance Pricing method. The method determines which import fields display.

CB Inwards Cash Import

Use CB Inwards Cash Import to import cash receipt detail instead of entering data under on the Cash Receipts Entry form. You can define your own import file layout using the Edit Interface form.

eTimesheets Import

Use eTimesheets Import to import eTimesheet transactions from an external file. You can define your own import file layout using the Edit Interface form.

The import can consist of any combination of this information blocks:

Header
Summary Line
Detail Line
Header and Summary
Header and Detail

IN Transaction Import

Use IN Transaction Import to import inventory transactions instead of entering data on the Transaction Entry form. You can import adjustment and transfer inventory transaction types.

Sales Order Import

Use Sales Order Import to import new sales order header and line items.

Purchase Order Import

Use Purchase Order Import to import purchase order header and line items. Two blocks are available:

Purchase Order - Gives access to system fields for the purchase order header.
Line Items - Gives access to system fields for the purchase order line items.
You can also defined constants to use for the header or line item blocks.

The Purchase Order Import does not have purchase order-specific import options.

GL Journal Import

Use GL Journal Import to import general ledger journal document or line items, or a single line.

Note: If a general ledger document does not balance, Greentree Desktop creates a warning log to indicate that a forced general ledger balance has occurred.

Attachment Import

No information must be setup in the main interface definition. A dummy block is defined when you create a new attachment interface, only because at least one block record is mandatory in each interface. The attachment import enables you to import source documents (images, documents, and the like) and attach each source document to a record in Greentree Desktop.

The source document's file name identifies the record that the attachment belongs to. You can also use the barcode option if the Autoscan module is enabled. Greentree Desktop attaches source documents imported using the barcode option to the attachment record if the source document's name matches the barcode value.

You can import attachments for:

AP Supplier, Credit Note, Invoice, Journal, Payment
AR Customer, Credit Note, Invoice, Journal, Receipt
CRM Communication, Contact, Organisation, Quote, Return Authority
Inventory item
Purchase Order
Sales Order

SV Asset Usage Import

Use this function to import asset usage for Service & Support. You can select the Date, Usage Reading, and Quantity used fields.

Note: If Quantity is included in the import file, the import value is used. If Quantity is not included in the import, then the quantity is automatically calculated based on: Quantity = Current Reading - Previous Reading - Test Quantity. If this calculation results in a negative quantity, then the quantity is zero.

Sales Tax Export

The Sales Tax Export exports AR invoices and credit notes for the given period to the file in the format specified by the interface that is selected. Each transaction in Greentree Desktop has many lines and each line has many tax detail lines: one for each tax level. The amount of tax that applies to each line of a transaction is split up on each tax detail line. For example, a line may have $5 tax and be split into a state tax level ($3) and a county tax level ($2). You can export sales tax using:

Sales Tax Export (by Line)
You can run the Sales Tax Export from the Export Interface form or the Export Sales Tax form. The Sales Tax Export by Line exports the transaction detail at a transaction line level, with tax amounts shown at a Tax Level. The tax levels must be setup under the Export Options. You can specify up to seven tax levels. When the data is exported, the Tax Level 1 Sales Tax amount is reported in the Tax Level 1 field (for example: State tax) and the Tax Level 2 Sales Tax amount is reported in the Tax Level 2 field (for example: County tax).

The output of this export is in this format:

Trans 1, Line 1, Tax Level 1 Amount, Tax Level 2 Amount

Trans 1, Line 2, Tax Level 1 Amount, Tax Level 2 Amount

Trans 2, Line 1, Tax Level 1 Amount, Tax Level 2 Amount
Sales Tax Export (by Post code)
This Sales Tax Export can be run by selecting Data Import Manager > Interface Maintenance > Export Interface or from System > Taxation > Export Sales Tax. The Sales Tax Export by Post Code exports the same detail as the Sales Tax Export by Line, except that it is at a post code level. For example, all the lines for post code 32156 are added together and represented as a single line in the export file.

Use the Export Options form to specify a post code maximum length so that only the first x-number of characters of the post code are exported. This enables users to group the output at varying degrees of detail.

You can also specify a general ledger rentals account on the Export Options form. Any transaction line tax amounts that fall under this account are considered rentals and the amount is added to the taxRentals field and all others are added to the taxSales field.

There are no system fields used on this export. The database type is used and refers to a special record in the database used to store the tax details for the export. The output of this export is in this format:

3000, Sales Tax Amount, Rental Tax Amount

3067, Sales Tax Amount, Rental Tax Amount

3002, Sales Tax Amount, Rental Tax Amount

Direct Debit Export

This interface type is available if the Direct Debit module is licensed and enabled for the company. This process uses an AR Direct Debit interface type to create a file that can be sent to the bank. It contains information about payments that are made by direct debit.

The section provides detailed information about how a bank reconciliation interface is set up. This gives you a general understanding about how interfaces are created. There are no defined interfaces for the Direct Debit Export Interface type.

Bank files are generally separated into sections. Bank file format specifications always identify header, transaction, and footer sections, and each one has an identifier, which is called a Block Code. This is a number which prefixes the lines in the bank file and lets Greentree Desktop know which line is the header, which lines are transactions, and which line is the footer. These blocks are available to the Direct Debit Export Interface type and defined using the Edit Interface menu item:

Header - This section contains summary information — for example, Receipt date, Current Date and Time.
Transactions - This section contains multiple lines, each one representing a separate transaction. The transaction lines will all be of the Header that defines them. They will all be linked to one particular bank account, defined by the header that precedes it. The transaction blocks includes system fields such as Receipt Amount, Account Number, and Suffix (which is the customer account number to debit) and current time of processing.
Batch - This section contains totals for the batch of transactions, such as number of receipts and total receipt amount. You can also include the Batch Date and Time.
Footer - This section also contains summary information, although the contents are usually not mandatory. The footer includes system fields such as ANZ Direct Hash Total and HSBC Hash Total.