Introduction

WinBooks on Web allows to import flat files from other invoicing packages. These files contain the invoices and the data of customers and suppliers. This document describes the layout of the different files accepted by WinBooks on Web.

Format of the files

  • .CSV : ASCII Comma Separated Values

Examples of files

These are available : HERE

Type of the fields

In the following tables giving the description of the files, the meaning of the columns are explained here after:

  • Type : C = Character, N = Numeric (right alignment) L = Logical (T for True, F for False) M = Memo (string of variable length) D = Date (YYYY/MM/DD) 
  • Length : Total length (maximum length). For numeric fields with decimals, this length includes the decimal point and decimals.
  • Decimals : Number of decimals for numeric fields. For numeric fields with decimals, the decimal point must be used as separator.

Export from another Invoicing Software to the financial package

Thirds file (customers & suppliers)

The file name is K_THIRD.CSV

Field name

Type

Length

Dec.

Description

TYPE

C

1


C for customer, S for supplier

ID

C

10


Code of the third (account number)

NAME

C

40


Name of the company

CONTACT

C

40


Name of the person to contact

LANGUAGE

C

1


Language code

CURRID

C

3


Currency code mostly used by the third

CATEGORY

C

10


Category of the third (free use)

PAYDELAY

C

10


Payment delay (number of days followed by E for End of month or F for Fin de mois : f.i. 30E, 60, …)

PAYMODE

C

10


Code for the way of payment

VATTYPE

C

1


V.A.T. type code (bound, unbound, exempt, …)

VATNUMBER

C

20


V.A.T. number (without the country code)

VATCOUNTRY

C

2


V.A.T. country (code ISO2)

VATID

C

10


V.A.T. code by default (21, 6, 0, IEXP, ECEE, …)

VATPC

N

5

2

V.A.T. % corresponding or bounded to the V.A.T. code

CENTACCID

C

10


General account (400000 f.i.) bounded to the third if the third is not bounded to the default general account for the customers or the suppliers.

PARTACCID

C

10



AGENT

C

10


Code of the agent (account manager) in charge with the third

ADRCOUNTRY

C

2


Code ISO2 of the country (BE, FR, DE, …)

ADRZIP

C

10


Zip code

ADRCITY

C

40


City

ADRSTREET1

C

40


Street

ADRSTREET2

C

40


Street 2

PHONE1

C

20


Phone number

PHONE2

C

20


Phone number 2

FAX

C

20


Fax number

EMAIL

C

40


E-mail address

BANK1

C

20


Bank number

BANK2

C

20


Bank name

MEMO

M

4


Comment


Example:


type,id,name,contact,language,currid,category,paydelay,paymode,vattype,vatnumber,vatcountry,vatid,vatpc,centaccid,partaccid,agent,adrcountry,adrzip,adrcity,adrstreet1,adrstreet2,phone1,phone2,fax,email,bank1,bank2,blocked,creditmax
"C","ALPHA","ALPHA SPRL","Monsieur J. FRISSON","F","","CL","",""," ","..","BE","",0.00,"","","","BE","1000","BRUXELLES 1","Rue de la Halle, 59","","0032473190551","","","info@alpha.te","000-0013595-15","",F,0.00
"C","ARTHUR","ARTHUR","","F","","RV","",""," ","0403.374.894","BE","21",0.00,"","","","BE","7000","MONS","Rue des Epingliers, 124","","065/24.06.38","","","js@winbooks.be","889-3546597-38","",F,0.00
"C","AUBEPINES","MAISON DE REPOS - LES AUBEPINES","","F","","CL","",""," ","0454.863.583","BE","21",0.00,"","","","BE","6000","CHARLEROI","Rue de la Paix, 25","","071/33.00.01","","071/33.00.02","","230-0993355-95","",F,0.00
"C","AUBIGZABAR","AU BIG ZABAR","Madame HENDRIX","F","","CL","",""," ","0430.190.248","BE","21",0.00,"","","","BE","1070","ANDERLECHT","Interleuvenlaan, 32","","02/158.69.24","","","info@bigbazar.te","694-7887330-42","",F,0.00
"C","AUDACE","AUDACE","","F","","CL","",""," ","0256.398.516","BE","21",0.00,"","","","BE","1000","BRUXELLES 1","Rue de la Coupole, 69","","02/851.36.36","","","","256-3985214-25","",F,0.00
"C","BEBOP","BE BOP sprl","Monsieur VAN DER HAEGEN","F","","CL","",""," ","0455.895.743","BE","21",0.00,"","","","BE","4650","HERVE","Rue de Welkenraedt, 54","","087/35.30.67","","087/35.41.20","info@bebop.te","455-8957434-17","",F,0.00


 

Journals files

The file name is K_DOC.CSV

Field name

Type

Length

Dec.

Description

JNLTYPE

C

3

0

Type of the journal (SAL = sales, SAC = credit note on sales, PUR = purchases, PUC = credit note on purchases, PRI = principal, CAS = cash)

JNL

C

10

0

Code of the journal

NUMBER

N

12

0

Number of the document

RENUMBER

L

1

0

True if the number must be renumbered (continuing the numbering of the journal in the financial package). False if Flex manage the numbering (which is the fact for the invoices and the credit notes).

ACCOUNTTYP

C

1

0

Type of account (G = general, C = customer, S = supplier)

ACCOUNTID

C

10

0

Code (number) of the account

DATE

D

8

0

Date of the document (YYYY/MM/DD)

DUEDATE

D

8

0

Due date (YYYY/MM/DD)

CUR

C

3

0

Code of the currency (optional, blank if the amounts are given only in the base currency)

SIDE

C

1

0

D for Debit, C for Credit

AMOUNTCUR

N

17

3

Amount in the currency if CUR is supplied (star)

AMOUNT

N

17

3

Amount in the base currency (star)

VATTYPE

N

1

0

Type of the V.A.T. : 0=  normal 1 = tax to book but not to pay (or tax to pay and to receive back; f.i. EMD21 in Cubic) 2 =  code V.A.T. on the discounted basis for cash payment

VATID

C

5

0

V.A.T. code

VATPC

N

5

2

V.A.T. %

VATAMTCUR

N

17

3

Amount of the tax in the supplied CUR (star)

VATAMT

N

17

3

Amount of the tax in the base currency (star)

ANA1

C

20

0

Analytical code 1

ANA2

C

20

0

Analytical code 2

ANA3

C

20

0

Analytical code 3

ANA4

C

20

0

Analytical code 4

ANA5

C

20

0

Analytical code 5

ANA6

C

20

0

Analytical code 6

ANA7

C

20

0

Analytical code 7

ANA8

C

20

0

Analytical code 8

ANA9

C

20

0

Analytical code 9

MATCHJNL

C

10

0

Not yet supported

MATCHNUM

N

12

0

Matching number : 3 cases 

case 1: indicate the number of an existing Matching to complete it or to add it to the existing matching

case 2: import a sale/purchase and a MO/Financial transaction with the same matching number

case 3: same case than the number 2 but it can be done in two different CSV (ex: sale with the matching number in a CSV and the Financial transaction with the same matching number in another CSV)

NB: by default, WOW make matching number on 6 positions but you can see that the limit is 12.

EXTNOTE

C

40

0

External comment

INTNOTE

C

40

0

Internal comment

STRUCTCOMC120Structured communication without the formatting chars 999999999999
GROUPL10Unused field in Wow. Put it at F.
LINKEDL10Unused field in Wow. Put it at F.

(star) When company currency = (for example EUR or USD) , the decimal part must be rounded to two decimal


Example:


For cost accounting (ANA1, ANA2, ...), if the dimension is date, the format has to be YYYY/MM/DD and if the dimension is number we will use the point as decimal separator (nnnn.nn).



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