HiFinance
5
SECTION
1.5.4.1 - DEBTOR MASTER-FILE ASCII IMPORT
USAGE: To import a file
containing, all or a subset, of new or changed information to be posted to the
Debtor master-file. The input file is required to be in a very strictly
stylised format so that HiFinance can allocate data to the correct fields on
the correct Debtor records.
DISCUSSION: Make sure that you have a good backup of your data
and that no-one is using HiFinance during the update. HiFinance may not update
the files as you expected and the only completely safe way to correct the
mistake is to restore your data from backup.
The import file required must be called drmf.csv, although case is not important in Windows. This
file must reside in your data directory, eg \HF5DATA\COMP1. Also, the file must not be in use. This is
important because if you have created the file from a spreadsheet and have saved
it but not closed it, the file will still be locked by the spreadsheet program
and HiFinance will not be able to open it.
The input file must be in CSV format. This is a
comma-delimited file (without quotes) with one record per line.
Exporting from Excel, choosing the CVS format, will produce the correct format
automatically. Each alphanumeric field must be left justified. HiFinance will
make no attempt to remove leading spaces (for names, etc.). Numeric fields
should not have any dollar signs or commas. Do not use commas in any
alpha fields. These will be treated as a field break and HiFinance will
not import the row correctly. A blank cell will be treated as a valid entry,
thus a blank alpha cell will clear the corresponding field in the master-file
and a blank numeric cell will reset the corresponding field in the master-file
to zero. Thus if you do not wish to change a field, either delete the row,
delete the column or make sure that the cell contains the same information as
the field in the master-file currently has.
The first line of the input file must contain only
field names. These fields are mostly identical to those exported using DEBTOR
ASCII EXPORT (see SECTION 1.5.3.1). In fact
the easiest way to create the initial file is to export it first using this
program with the headings option turned on. This also has the advantage of
accurately exporting the current information. There are some fields available
in the Import program that are not created in the
Export program. The full list is detailed below. Note the use of the underscore
character instead of spaces. This format must be copied exactly.
CODE
RENAME_TO
COPY_TO
NAME
ADDRESS_LINE_1
ADDRESS_LINE_2
ADDRESS_LINE_3
POSTCODE
CONTACT
WORK_PHONE
HOME_PHONE
FAX_PHONE
MOBILE_PHONE
EMAIL
DISCOUNT_RATE
DAYS_CREDIT
DOLLAR_CREDIT
CREDIT_BY_PERIOD
SALESMAN_CODE
DEBTOR_GROUP
OTHER_KEY1
OTHER_KEY2
OTHER_KEY3
PRICE_CODE
COD_CODE
SALES_TAX_NUMBER
FREIGHT_CODE
ABN
NOTES_P1
NOTES_P2
NOTES_P3
NOTES_P4
NOTES_P5
NOTES_P6
NOTES_P7
NOTES_P8
NOTES_P9
NOTES_P10
NOTES_P11
NOTES_P12
NOTES_P13
NOTES_P14
NOTES_P15
NOTES_P16
NOTES_P17
NOTES_P18
NOTES_P19
NOTES_P20
DEL_ADD_P1
DEL_ADD_P2
DEL_ADD_P3
DEL_ADD_P4
DEL_ADD_P5
DEL_ADD_P6
DEL_ADD_P7
DEL_ADD_P8
DEL_ADD_P9
DEL_ADD_P10
DEL_ADD_P11
DEL_ADD_P12
DEL_ADD_P13
DEL_ADD_P14
DEL_ADD_P15
DEL_ADD_P16
DEL_ADD_P17
DEL_ADD_P18
DEL_ADD_P19
DEL_ADD_P20
DEL_INST_P1
DEL_INST_P2
DEL_INST_P3
DEL_INST_P4
DEL_INST_P5
DEL_INST_P6
DEL_INST_P7
DEL_INST_P8
DEL_INST_P9
DEL_INST_P10
DEL_INST_P11
DEL_INST_P12
DEL_INST_P13
DEL_INST_P14
DEL_INST_P15
DEL_INST_P16
DEL_INST_P17
DEL_INST_P18
DEL_INST_P19
DEL_INST_P20
PRINT_STATEMENTS
PRINT_INVOICES
DORMANT
SORT_INVOICE_LINES
LAST_O/DUE_CHARGED
LAST_INTEREST_CHARGE
LAST_O/DUE_WARNING_1
ACTION_WARN_1_O/DUE
LAST_O/DUE_WARNING_2
ACTION_WARN_2_O/DUE
AUTO_SET_STOP-CREDIT
ACTION_STOP_CREDIT
WITH_LEGAL
Several other fields are available for specific
implementations and have no meaning outside these parameters.
VOLUME_DISCOUNT
USE_SETTLEMENT_DISC
MINIMUM_BALANCE
MAXIMUM_BALANCE
ACTION_AT_MINIMUM
LAST_MIN_BAL_SENT
DISC_ULP
DISC_PULP
DISC_DIS
DISC_PLUS
DISC_BOOST98
DISC_LPG
HOME_STATE
CONTRACT_PRICING
USED_WITH_POSTEC
USED_WITH_OPT
NORMALLY_PAYS_BY
EFT-BSB
EFT-ACCOUNT
EXPORT_ON_ANY_DAY
EXPORT_ON_DAY_1
EXPORT_ON_DAY_2
EXPORT_ON_DOM_1
EXPORT_ON_DOM_2
CALCULATE_BY_PERIOD
AFTER_WAITING_DAYS
EFT_ADVICE_TYPE
CREDIT_CARD_NAME
CREDIT_CARD_TYPE
CREDIT_CARD_NUMBER
CREDIT_CARD_CVV
CREDIT_CARD_EXP
TRADING_NAME
STATE
ZONE
FUEL_DISCOUNT (This must be in up to 40
triplets, as per the export file.)
CREDIT_APP
PRODUCT_ALLOWED_P1 => PLUS
PRODUCT_ALLOWED_P2 => ULP
PRODUCT_ALLOWED_P3 => DIS
PRODUCT_ALLOWED_P4 => LPG
PRODUCT_ALLOWED_P5 => PREMIUM ULP
PRODUCT_ALLOWED_P6 => PREMIUM 98
PRODUCT_ALLOWED_P7 => LUBS
PRODUCT_ALLOWED_P8 => CARWASHES
PRODUCT_ALLOWED_P9 => SHOP-GST
PRODUCT_ALLOWED_P10 => SHOP-NOGST
PRODUCT_ALLOWED_P11 => E85
PRODUCT_ALLOWED_P12 => ADBLUE
PRODUCT_ALLOWED_P13 => PREMIUM DIS
PRODUCT_ALLOWED_P14 => Further Expansion
PRODUCT_ALLOWED_P15 => Further Expansion
PRODUCT_ALLOWED_P16 => Further Expansion
PRODUCT_ALLOWED_P17 => Further Expansion
PRODUCT_ALLOWED_P18 => Further Expansion
PRODUCT_ALLOWED_P19 => Further Expansion
PRODUCT_ALLOWED_P20 => Further Expansion
NAME_ON_CARD_P1
NAME_ON_CARD_P2
FEE_PER_CARD
CARD_REPLACEMENT_FEE
EXPRESS_POST_CHARGE
DISABLE_AUTO-DISC
APPLY_TO_SITES_P1
APPLY_TO_SITES_P2
APPLY_TO_SITES_P3
APPLY_TO_SITES_P4
APPLY_TO_SITES_P5
APPLY_TO_SITES_P6
APPLY_TO_SITES_P7
APPLY_TO_SITES_P8
APPLY_TO_SITES_P9
APPLY_TO_SITES_P10
DISCOUNT_DATES_P1
to P40 (Care
must be taken when assigning positions to fuels.)
INTRODUCED_BY
Notes:
1)
The order of the columns is not important but they must not appear more
than once.
2)
CODE must appear, as it is used to link the row to
the Debtor Code as it currently exists on the Debtor master-file.
3)
Apart from CODE, you must have at least one more column.
4)
RENAME_TO is only required if you wish HiFinance to change
the current Debtor code to another code. The new code must not exist and the
old code will not exist after the import program has run. If you wish to switch
two codes, it is possible to do this by entering three lines. The first row
will change one of the codes to a dummy value, the second row will rename the
second Debtor code to the first code and the third row will rename the first
code to the second, eg ONE ®
XXX; TWO ®
ONE; XXX ®
TWO.
5)
COPY_TO is used when you wish to duplicate Debtor items.
Sometimes you have a group of codes that you wish to enter again, eg for export. This option can have other fields changed at
the same time but it will change the original code’s fields, so normally this
option is only used by itself.
6)
RENAME_TO and COPY_TO can be used together, but
care should be taken to achieve the results you expect.
7)
OTHER_KEY’s are replaced by whatever you have defined it as
in SYSTEM DEFAULTS.
8)
Some fields are only relevant to specific installations.
9)
If you try to import the raw file form the ASCII EXPORT program,
it will not read in successfully unless you choose to export with comma
delimiters between fields and without quotes around fields (numeric and
alphanumeric). This can be set in the options part of the export program.
Normally this is not the way this function is used, the purpose of this function
being to manipulate the file in a spreadsheet program and importing the result.
10)
Most fields are not verified on import. You must enter valid
information. For the field that are validated, invalid data will be ignored.
When the program starts, it will firstly check
whether the import file exists and is accessible. Having established this,
HiFinance will read the first line of the file and check for its correctness.
If no obvious errors are found, you will be asked to confirm that you have made
a backup and then you will be asked to confirm that you wish to proceed.
HiFinance will then read import, lines one at a
time, confirming firstly that the CODE field corresponds to an Debtor code and then renaming, copying or just replacing
the fields and records, as defined by the columns you have chosen. If an
invalid or blank row is encountered, it will be skipped. HiFinance will
continue processing until it reaches the end of the import program. Finally the
import file will be renamed to drmf.old (to stop you from
accidentally rerunning the program with used data) before returning you the MAIN
MENU.
