ERPEXP - Accounting Transfer to External Systems
Overview
These processes have been developed with specific requirement to pass information from ITAS to SAP/JDE.
ERPEXP
is manually started and will be locked to prevent another user creating a duplicate batch. The extract program will look at a table and find the system entry time and date of the last document included in an interface file. It will select all documents posted to ITAS with a system entry time greater than that time with a date equal to or greater than that date. The output file will be secured on a shared drive with a file prefix of ‘IS’ plus a unique 7 digit number and an extension of .IS2 e.g. IS0000123.IS2. A SAP program will pick up this batch file from ITAS and create a batch file for the SAP standard upload program. Once selected the ITAS file will be renamed by the SAP process to indicate that is has now been passed to SAP, i.e. change the imported file extension = IS3. If a batch fails or is lost in ITAS then the extract program in ITAS can be rerun to create a batch file of the lost documents. When it is a rerun the user will be prompted for the selection criteria. The criteria will probably be document numbers. The rerun program will not update the time and date table. If the batch file is lost on the SAP side then the name of the missing .IS2 can be changed from processed (IS3) to not processed (IS2) and be made available to the SAP program again. The SAP batch file is then posted to SAP using standard SAP functionality. The SAP interface will convert ITAS account codes to SAP codes, ITAS document types to SAP document types. ITAS value plus and minus signs to SAP posting keys. When S01 x ctrl02_sapinterface= 'Z' the interface layout is maintained in IGI with the name setup in S01 (Company configuration). The S01 configuration will also need secure directory location for export.
As at 2Q14, the layout for style 'Z' is
| | | |
| | Doc. Ref | Txx_docref |
| | Sec. Ref | Txx_secref |
| | Account Ref | Txx_account |
| | Pre-Match | Txx_prematch |
| | Account Title | Vld99_title of txx_account |
| | Ccy | Txx_ccy |
| | Original amount | Txx_famt |
| | Acc Period | Txx_period |
| | USD Equiv | Txx_namt |
| | Amount | Txx_amt |
| | Narrative | Txx_narr |
| | Contract No | Txx_contractno |
| | Commodity | Txx_component |
| | Payment Terms | Txx_payterms |
| | Doc date | Txx_ddate |
| | Posted date | Txx_pdate |
| | Value date | Txx_vdate |
| | Exp Code | Txx_com |
| | Dept | Txx_dept |
| | Bank Name | Xtx01_bankname of txx_docref |
| | Bank Account No | Xtx01_bankaccnum of txx_docref |
| | Company code | Menu.comp |
| | Category code | Cmy102_category of txx_dept |
| | GL Account | For Nominal accounts: txx_account For Client Accounts: 1) If a .T then ctrl02_clitctrl 2) If expense code has a Client control (cmy101_clitrl) then use that 3) if the client is a group account (chr20_group=Y) and the document type is SI or DN then the nominated intercompany receivables account (new S01 nomination) 4) If the client is a group account (chr20_group=Y) and the document type is not SI or DN then the nominated intercompany payables account (new S01 nomination) 5) if the document type is SI or DN then ctrl02_clisctrl 6) ctrl02_clipctrl |
| | Alt Account | Nhr20_altcode for the GL account |
| | Vat Code | Txx_vatcd |
| | Vat rate | Cmy100_vatrate for txx_vatcd |
When S01 x ctrl02_sapinterface= 'Y'
Accounting Documents Available from ITAS to External System
- Purchase invoices/credit notes
- Sales invoices/credit notes
- Corrective journals
- Accruals & Prepayment reversal journals.
- Stock value reversal journals
- FX deals
- Cash (Optional)
- F&O accounting
Accounting Layout
The record layout is:-
· ITAS company code (2 characters) e.g. tl
· ITAS document reference (9 characters) e.g. SI0900001
· Account Reference (11 characters). Note any postings to ITAS WIP accounts will be re-directed to their EXP/ NOM nominated account (see note 1)
· Local Currency code (3 characters) [only populated when single currency operation]
· Local Currency Amount (18 characters) [only populated when single currency operation]
· Foreign Currency code (3 characters) , standard ISO code
· Foreign Currency Amount (18 characters), fixed implied 2 decimal places
· Document date (8 characters - YYYYMMDD) e.g. 20090529 = 29th May 2009
· Value date (8 characters - YYYYMMDD)
· Secondary document reference (9 characters)
· VAT code (2 characters) – ITAS code e.g. S, Z3
· Narrative (30 characters)
· Original Document Reference (9 characters)
· Accounting period (8 characters – YYYYMM32) e.g. 20090532 = May 2009
· Initials of user who created the document (3 characters)
· Optional (Refinery mode only), Location code (4 characters), Dept (4), EXP code (7) and Initials (3)
Each of these fields will be delimited by the character CHR(9). Credit amounts are signed with a leading ‘-‘ symbol.
When the file has been produced, it can be viewed and printed in its text form.
The content of some of these fields differs, according to S01 setup, see Note 2.
NOTES:
1. When a company is operating its' WIP ledger as being a control in the PLR, the transfer account for postings in the WIP ledger is located from the EXP list applying its' Nominal ledger account.
2. When a company is operating Export and Import of TRADE details (ctrl02_sapinterface=T) , the SAP account for all WIP and NOM transactions is determined using the NOM account x alternative reference.
Contents of ERPEXP - Accounting Transfer to External Systems
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ITAS COSY Import Layout
The COSY import file contains accounting records that are imported into ITAS using ERPIMP. The COSY import is available to ITAS companies that have Operating Interface ‘COSY’ nominated in S01. There is the option in ...
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ITAS JDE Layout
ITAS to JDE Interface Process File Transmission File Content Document type to integer mapping table ITAS Document type to DCT document type mapping table Which interface and Record type Detail of Interface Records Control Record ...