Suppliers and Purchase Transactions

To import purchases transactions you need to identify two import files; one for the transaction records (PTRAN) and another for the analysis records (PANAL). The table shows the database files that are updated when suppliers and purchase transactions are imported, along with the mandatory fields that must be part of the import file.

The Importer works the Open Period Accounting (OPA) feature to update the Nominal Ledger with transactions supplied in a DBF or CSV file. For more information, see the Importer & Open Period Accounting Help topic.

Type of File

Databases Updated

Mandatory Fields

Purchase Suppliers

Notes - BIC & IBAN codes:

1. If an import record includes BIC (Bank Identifier Code) and IBAN (International Bank Account Number) codes (used for Single Euro Payments Area (SEPA) payments), the Importer will validate these to ensure that the codes conform to the valid ISO pattern (refer to the ISO 13616 IBAN standard and the ISO 9362 BIC standard).

If the validation fails these messages are displayed:

'54000124 Invalid BIC (PN_BIC)'
'54000126 Invalid IBAN (PN_IBAN)'.

2. BIC and IBAN codes are mandatory if PNAME.PN_SEPA = .T.

3. If PNAME.PN_SEPA is not set legitimately this validation error is displayed:

'54000129 Invalid SEPA Payment setting (PN_SEPA)'.

4. BIC and IBAN codes are optional if PNAME.PN_SEPA = '.F.'. If one is included in the import file, the other must also be included.

PNAME

PN_ACCOUNT

PN_NAME

PN_PAYMETH

Purchase Transactions

1. If the PTRAN table includes a VAT value greater than 0.00, then PA_VATVAL should be included in the PANAL table.

2. PT_CBTYPE and PT_ENTRY must exist in the import file if the Cashbook module is activated (although they do not have to contain data).

3. Select the Update Nominal option on the Import Wizard to update the Nominal Ledger at the same time as updating the Purchase Ledger. This is only available if your activation includes the Nominal Ledger and the Real Time Update of Nominal option is selected in the System - Maintenance - Company Profiles command.

4. PT_TRVALUE must include VAT.

Importing transactions with prompt payment discount

If one level of prompt payment discount is to be recorded, the PT_VATSET1 and PA_VATSET1 fields must be included in the import files. If two levels of discount are to be recorded the PT_VATSET2 and PA_VATSET2 fields must also be included.

PTRAN

PT_ACCOUNT

PT_TRDATE

PT_TRREF

PT_TRTYPE

PT_TRVALUE

PT_VATVAL

PT_CBTYPE

PT_ENTRY

Important:

1. PA_TRVALUE must not include VAT.

2. If PA_TAXDATE is not supplied, the Importer will populate it with today's date (the computer date - not the Opera system date).

PANAL

PA_ACCOUNT

PA_TRDATE

PA_TRREF

PA_TRVALUE

PA_ANCODE

PA_VATCTRY

PA_VATTYPE

PA_ANVAT

PA_TRTYPE

Purchase Ledger Payments

A feature of the Purchase Ledger transactions import is the ability to import payments and update any bank account in the same currency as the transaction. The Multiple Bank Account option must be selected in the Purchase Ledger - Utilities - Set Options command and on the supplier's profile. This facility is only available when importing from a .dbf or from a .csv file with column headings.

To do this you need to include the following additional fields in the import file:

Field Name	Field Type/Size	Description
PT_BANK_AC	Character (8)	Bank Account code
PT_BANK_CC	Character (4)	Bank Account cost centre

If these fields are not supplied in the import file, or the fields are blank, the default bank account is used.