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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)
Note |
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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 |
C | 40 |
| E-mail address | |
BANK1 | C | 20 |
| Bank number |
BANK2 | C | 20 |
| Bank name |
MEMO | M | 4 |
| Comment |
Example:
No Format |
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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
Note |
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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 |
AMOUNT | N | 17 | 3 | Amount in the base currency |
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 |
VATAMT | N | 17 | 3 | Amount of the tax in the base currency |
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 | Matching journal |
MATCHNUM | N | 12 | 0 | Matching number |
EXTNOTE | C | 40 | 0 | External comment |
INTNOTE | C | 40 | 0 | Internal comment |
STRUCTCOM | C | 12 | 0 | Structured communication without the formatting chars 999999999999 |
GROUP | L | 1 | 0 | Unused field in Wow. Put it at F. |
LINKED | L | 1 | 0 | Unused field in Wow. Put it at F. |
Note |
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When company currency = (for example EUR or USD) , the decimal part must be rounded to two decimal |
Example:
No Format |
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jnltype,jnl,number,renumber,centaccid,accounttyp,accountid,date,duedate,cur,side,amountcur,amount,vattype,vatid,vatpc,vatamtcur,vatamt,ana1,ana2,ana3,ana4,ana5,ana6,ana7,ana8,ana9,matchjnl,matchnum,extnote,intnote,structcom,group,linked "SAL","VENTES",2004039,F,"","C","ALPHA",2013/01/28,2013/01/28,"","D",0.000,8477.870,0,"",0.00,0.000,0.000,"","","","","","","","","","",0,"Appareil photo HP","Appareil photo HP","",F,T "SAL","VENTES",2004039,F,"","G","700000",2013/01/28,2013/01/28,"","C",0.000,7006.500,0,"211400",21.00,0.000,1471.370,"","","","","","","","","","",0,"ALPHA SPRL","ALPHA SPRL","",F,T "SAL","VENTES",2004040,F,"","C","ARTHUR",2013/01/28,2013/01/28,"","D",0.000,5253.820,0,"",0.00,0.000,0.000,"","","","","","","","","","",0,"Appareil photo CANON A 410","Appareil photo CANON A 410","",F,T "SAL","VENTES",2004040,F,"","G","700000",2013/01/28,2013/01/28,"","C",0.000,4342.000,0,"211400",21.00,0.000,911.820,"","","","","","","","","","",0,"ARTHUR","ARTHUR","",F,T "SAL","VENTES",2004041,F,"","C","AUBEPINES",2013/01/28,2013/01/28,"","D",0.000,11295.350,0,"",0.00,0.000,0.000,"","","","","","","","","","",0,"Appareil photo CANON A 520","Appareil photo CANON A 520","",F,T "SAL","VENTES",2004041,F,"","G","700000",2013/01/28,2013/01/28,"","C",0.000,9335.000,0,"211400",21.00,0.000,1960.350,"","","","","","","","","","",0,"MAISON DE REPOS - LES AUBEPINES","MAISON DE REPOS - LES AUBEPINES","",F,T "SAL","VENTES",2004042,F,"","C","AUBIGZABAR",2013/01/28,2013/01/28,"","D",0.000,21142.330,0,"",0.00,0.000,0.000,"","","","","","","","","","",0,"Appareil photo CANON A 640","Appareil photo CANON A 640","",F,T "SAL","VENTES",2004042,F,"","G","700000",2013/01/28,2013/01/28,"","C",0.000,17473.000,0,"211400",21.00,0.000,3669.330,"","","","","","","","","","",0,"AU BIG ZABAR","AU BIG ZABAR","",F,T "SAL","VENTES",2004043,F,"","C","AUDACE",2013/01/28,2013/01/28,"","D",0.000,6359.160,0,"",0.00,0.000,0.000,"","","","","","","","","","",0,"Appareil photo CANON EOS 30","Appareil photo CANON EOS 30","",F,T "SAL","VENTES",2004043,F,"","G","700000",2013/01/28,2013/01/28,"","C",0.000,5255.500,0,"211400",21.00,0.000,1103.660,"","","","","","","","","","",0,"AUDACE","AUDACE","",F,T "SAL","VENTES",2004044,F,"","C","BEBOP",2013/01/28,2013/01/28,"","D",0.000,6912.730,0,"",0.00,0.000,0.000,"","","","","","","","","","",0,"Appareil photo CANON EOS 5","Appareil photo CANON EOS 5","",F,T "SAL","VENTES",2004044,F,"","G","700000",2013/01/28,2013/01/28,"","C",0.000,5713.000,0,"211400",21.00,0.000,1199.730,"","","","","","","","","","",0,"BE BOP sprl","BE BOP sprl","",F,T |
Note |
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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). |