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A. Customers/Suppliers form files structure (CSF)

...


...

Advanced Tables - Table Plus
sorticontrue
columnTypesX,S,S,I,I,S,S,X,
autonumberTrue
autonumbersorttrue
autototaltrue


Customers and suppliers description form

...

Comment about some fields

VATNUMBER

The VAT number must be recorded with the proper format of the ISO country code if this country code is an intra community code (ISO country code is recorded in the COUNTRY field). For example a Belgian VAT code must always been recorded with the format 0999.999.999 (with the dots).
If the VAT number is filled in then the VATCAT = '1' (liable).
If the country code is 'BE', then WinBooks will check the validity of the VAT number (check-digit). If an ISO country code is empty, Winbooks will handle it like a 'BE'.
For information, here is the format of the different pictures in WinBooks:

...

ISO Code

...

Format

...

DE

...

999999999

...

AT

...

U99999999

...

BE

...

0999.999.999

...

DK

...

99 99 99 99

...

ES

...

X9999999X

...

FI

...

99999999

...

FR

...

XX 999999999

...

EL

...

99999999

...

IE

...

9S99999L

...

IT

...

99999999999

...

LU

...

99999999

...

NL

...

999999999B99

...

PT

...

999999999

...

GB

...

999 9999 99

999 9999 99 999

...

SE

...

999999999901

...

999999999

9999999999

...

99999999

999999999

9999999999

...

999999999

999999999999

...

VATCAT

1 : Liable
2: Zero-rated
3: Non liable
0: Indeterminate
WinBooks only manages VAT if VATCAT = '1' (liable)

BNKACCNT

WinBooks checks the validity of each bank account number if the third form has 'BE' in the country code. An empty country code in WinBooks is considered as 'BE'. A Belgian bank account must always have the format 999-9999999-99 (with the '-'). WinBooks doesn't check the bank account number for form where the country code is different from 'BE'.

References of the tables

...

Fields

...

Definition

...

File

...

ZIPCODE

...

Postal codes

...

ZIPCODE.DBF

...

CURRENCY

...

Currencies

...

CURRENCY.DBF

...

CIVNAME1 et CIVNAME2

...

Civil codes

...

TABLE.DBF

...

TTYPE=CIVILITY

...

PAYCODE

...

Payment codes

...

TTYPE=PAYCODE

...

LANG

...

Languages codes

...

TTYPE=LANGUAGE

...

CATEGORY

...

Customers categories

...

TTYPE=CATCUS

...

Suppliers categories

...

TTYPE=CATSUP

CENTRAL

Supplier or customer posting up accounts (customer posting up account = 400... , supplier posting up account = 440...). In the current version of WinBooks the multiple posting up accounts are not managed and in consequence this field can be empty.

VATCODE

VAT codes of WinBooks can be found in VATCODE.DBF file.
Each VAT code is identified by an unique reference of 6 numbers.
Examples:
VAT code 21: 211400
VAT code BS21: 112104 (French VAT code for goods and services 21 % VAT)
The GetVatInternal function of the Param member returns an internal code in function of the VAT code, the type (1=Sales/N.C. Sales, 2=Purchases/N.C. Purchases) and the language ('F' or 'N'). For example to know the internal code of the sales codes 21 we use Wb.Param.GetVatInternal("21", 1,"F") and it returns 211400. The language is an optional parameter. By default WinBooks chooses the language specified during the login (or by default the language of the folder).

B. General Accounts form file structure (ACF)

...

Comment on some fields

NAME11 – NAME12

Those two fields must be filled in.

ISINBY1 – ISINBY2

ISINBY1 = True if the account is available in year 1
ISINBY2 = True if the account is available in year 2

Warning

A logical field in Foxpro is set to false by default.

CENTRALID

This field can only be filled in for the posting up accounts (customers posting up account, suppliers, VAT to pay,...). Each customized posting up account in a folder is identified in the ACF by an unique code given by WinBooks. It's possible to compare the installed posting up accounts with the content of CENTRALID to learn the list of codes (Folder menu / Settings / General + Ledger accounts tab

VATCODE

Check VATCODE explanation in CSF file.

C. Records files (ACT)

...

Comments on some fields

DOCTYPE (mandatory)

1 = allocation on a customer account
2 = allocation on a supplier account
3 = allocation on a general account
4 = Base of a 0% VAT code
A customer sale's invoice is always composed of:
1 record of doctype = 1 (allocation on the customer account and its posting up account)
1 or several records of doctype = 3 (accounting allocations and VAT)
1 or several records of doctype = 4 if one or several 0% VAT code were used
A purchase's invoice is always composed of:
1 record of doctype = 2 (allocation on the supplier account and its posting up account)
1 or several records of doctype = 3 (accounting allocations and VAT)
1 or several records of doctype = 4 if one or several 0% VAT code were used
A principal booking or a financial booking is always composed of:
Doctype = 1 for an allocation on an individual customer account
Doctype = 2 for an allocation on an individual supplier account
Doctype = 3 for an allocation on a general account

DBKCODE (mandatory)

The journal code as it's recorded in the DBK
Look at the DBKID of the DBK file of the concerned year

DBKTYPE (optional: automatically filled in by WinBooks)

...

DOCNUMBER (mandatory)

The document number is only composed of numbers and shifted on the left.

DOCORDER (optional)

...

Field

Type of field

Lengh

Decimal

Description

Field customizable or additional description

csf

NUMBER

C

10

0

Third reference


csf

TYPE

C

1

0

Third type

Customer = 1, Supplier = 2

csf

NAME1

C

40

0

Name 1


csf

NAME2

C

40

0

Contact person


csf

CIVNAME1

C

6

0

Civility code to be placed before name 1


csf

CIVNAME2

C

6

0

Civility code to be placed before contact person


csf

ADRESS1

C

40

0

Adress 1


csf

ADRESS2

C

40

0

Adress 2


csf

VATCAT

C

1

0

VAT category

1 = Liable, 2 = Exempt, 3 = Non liable

csf

COUNTRY

C

2

0

Country code


csf

VATNUMBER

C

17

0

VAT or enterprise number


csf

PAYCODE

C

4

0

Payment term


csf

TELNUMBER

C

20

0

Phone number


csf

FAXNUMBER

C

20

0

Fax number


csf

BNKACCNT

C

14

0

Bank account


csf

ZIPCODE

C

10

0

Post code


csf

CITY

C

30

0

Locality


csf

DEFLTPOST

C

10

0

Default booking account


csf

LANG

C

1

0

Language code


csf

CATEGORY

C

5

0

Category


csf

CENTRAL

C

8

0

Central account


csf

VATCODE

C

10

0

Default internal VAT code


csf

CURRENCY

C

3

0

Currency


csf

LASTREMLEV

C

1

0

Last reminder level


csf

LASTREMDAT

D

8


Last reminder date


csf

TOTDEB1

N

17

3

Total debit EUR year 1


csf

TOTCRE1

N

17

3

Total credit EUR year 1


csf

TOTDEBTMP1

N

17

3

Simulation total debit EUR year 1


csf

TOTCRETMP1

N

17

3

Simulation total credit EUR year 1


csf

TOTDEB2

N

17

3

Total debit EUR year 2


csf

TOTCRE2

N

17

3

Total credit EUR year 2


csf

TOTDEBTMP2

N

17

3

Simulation total debit EUR year 2


csf

TOTCRETMP2

N

17

3

Simulation total credit EUR year 2


csf

ISLOCKED

L

1


Blocked ?


csf

MEMOTYPE

C

1

0

Memo type

Blank=no memo, 1=standard memo, 2=urgent memo

csf

ISDOC

L

1


Associated scanned document ?


csf

F28150

C

1

0

Card 281.50

1=commissions,2=fees,3=perks,4=costs,5=to clarify

csf

WBMODIFIED

L

1


Modified in WinBooks (for Logistics synchronization)


csf

WOW

C

1

0

For WINBOOKS on WEB relation


csf

DISCPRCT

N

4

2

Discount % given or received

Supplier

csf

DISCTIME

N

2

0

Validity of the discount

Supplier

csf

EMAIL

C

30

0

E-mail (customized field)


csf

REG28150

C

30

0

Job 281.50(customized field)

Supplier

csf

PAYLOCKED

L

1


Bank transfert / Blocked reminder(customized field)


csf

TOAPPROVE

L

1


Approval automatic payment code

Supplier if True = automatic approval, if False = manual approval

csf

EREMINDERS

C

60

0

E-mail reminders address + E-Invoice

Customer

csf

IBANAUTO

C

34

0

IBAN account number


csf

BICAUTO

C

11

0

BIC account number


csf

STATUS281

L

1


Physical person

Supplier

csf

SECNAME281

C

40

0

Physical person name

Supplier

csf

FIRNAME281

C

40

0

Physical person first name

Supplier

csf

NUM281

C

20

0

National register No.

Supplier

csf

ZON1

C or N or D or L


0

Free Zone 1 (ability to create up to 15 zones)

60 Caracters or Logical or Date or Numeric 15 positions or table value 5 positions

csf

INVISIBLE

L

1


Base file visibility


csfINTRASTATC10
Intrastat commodity code
csfINVPAPERL1
Printing paper billsCustomer

csf

DATESTAMP

D

8


Date created / modified record

First checks the existence of fields DATESTAMP, TIMESTAMP USERNAME in the ACT, ACF, CSF ans possibly in the AST, ASF, ANT and ANF (if the license have the fixed assets and/or the analytical cost module ) before update

csf

TIMESTAMP

C

8


Time of creation / modification of record

First checks the existence of fields DATESTAMP, TIMESTAMP, USERNAME in the ACT, ACF, CSF ans possibly in the AST, ASF, ANT and ANF (if the license have the fixed assets and/or the analytical cost module ) before update

csf

USERNAME

C

15


Winbooks ID of the user who created / updated record

First checks the existence of fields DATESTAMP, TIMESTAMP, USERNAME in the ACT, ACF, CSF ans possibly in the AST, ASF, ANT and ANF (if the license have the fixed assets and/or the analytical cost module ) before update

CSFBbanchksumC10
Checksum calculated on BBAN numberCalculated by WinBooks if Checksum has been activated in the Security menu
CSFBnkchksumC10
Checksum calculated on IBAN numberCalculated by WinBooks if Checksum has been activated in the Security menu


Comment about some fields


VATNUMBER

The VAT number must be recorded with the proper format of the ISO country code if this country code is an intra community code (ISO country code is recorded in the COUNTRY field). For example a Belgian VAT code must always been recorded with the format 0999.999.999 (with the dots).
If the VAT number is filled in then the VATCAT = '1' (liable).
If the country code is 'BE', then WinBooks will check the validity of the VAT number (check-digit). If an ISO country code is empty, Winbooks will handle it like a 'BE'.
For information, here is the format of the different pictures in WinBooks:

ISO Code

Format

DE

999999999

AT

U99999999

BE

0999.999.999

DK

99 99 99 99

ES

X9999999X

FI

99999999

FR

XX 999999999

EL

99999999

IE

9S99999L

IT

99999999999

LU

99999999

NL

999999999B99

PT

999999999

GB

999 9999 99

999 9999 99 999

SE

999999999901

BG

999999999

9999999999

CY99999999L
CZ

99999999

999999999

9999999999

EE999999999
HU99999999
LT

999999999

999999999999

LV99999999999
MT99999999
RO9999999999
SK9999999999
SI99999999


(9 means a number, L a letter, X a letter or a digit, S a letter; a digit; "+" or "*",  the other letters (U,0,1...) must be written as shown)

VATCAT

1 : Liable
2: Zero-rated
3: Non liable
0: Indeterminate
WinBooks only manages VAT if VATCAT = '1' (liable)

BNKACCNT

WinBooks checks the validity of each bank account number if the third form has 'BE' in the country code. An empty country code in WinBooks is considered as 'BE'. A Belgian bank account must always have the format 999-9999999-99 (with the '-'). WinBooks doesn't check the bank account number for form where the country code is different from 'BE'.

References of the tables


Fields

Definition

File


ZIPCODE

Postal codes

ZIPCODE.DBF


CURRENCY

Currencies

CURRENCY.DBF


CIVNAME1 et CIVNAME2

Civil codes

TABLE.DBF

TTYPE=CIVILITY

PAYCODE

Payment codes


TTYPE=PAYCODE

LANG

Languages codes


TTYPE=LANGUAGE

CATEGORY

Customers categories


TTYPE=CATCUS


Suppliers categories


TTYPE=CATSUP


CENTRAL

Supplier or customer posting up accounts (customer posting up account = 400... , supplier posting up account = 440...). In the current version of WinBooks the multiple posting up accounts are not managed and in consequence this field can be empty.

VATCODE

VAT codes of WinBooks can be found in VATCODE.DBF file.
Each VAT code is identified by an unique reference of 6 numbers.
Examples:
VAT code 21: 211400
VAT code BS21: 112104 (French VAT code for goods and services 21 % VAT)
The GetVatInternal function of the Param member returns an internal code in function of the VAT code, the type (1=Sales/N.C. Sales, 2=Purchases/N.C. Purchases) and the language ('F' or 'N'). For example to know the internal code of the sales codes 21 we use Wb.Param.GetVatInternal("21", 1,"F") and it returns 211400. The language is an optional parameter. By default WinBooks chooses the language specified during the login (or by default the language of the folder).

B. General Accounts form file structure (ACF)


Advanced Tables - Table Plus
sorticontrue
columnTypesX,S,S,I,I,S,S,X,
autonumberTrue
autonumbersorttrue
autototaltrue


Chart of accounts

Field

Type of field

Lengh

Decimal

Description

Field customizable or additional description

Visibility

acf

TYPE

C

1

0

Type of account

3=general account,9=title account

(tick) (blue star)

acf

NUMBER

C

8

0

Account No.


(tick) (blue star)

acf

NAME11

C

40

0

Account label 1 for bookyear 1


(tick) (blue star)

acf

NAME21

C

40

0

Account label 2 for bookyear 1

if label 2 actived

(tick)

acf

NAME12

C

40

0

Account label 1 for bookyear 2

if bookyear 2 actived

(tick) (blue star)

acf

NAME22

C

40

0

Account label 2 for bookyear 2

if label 2 actived

(tick)

acf

ISINBY1

L

1


present in bookyear 1


(tick) (blue star)

acf

ISINBY2

L

1


present in bookyear 2


(tick) (blue star)

acf

CATEGORY

C

5

0

Categories ledger accounts


(tick)

acf

DEBCREDFLT

C

1

0

Side affected


(tick)

acf

ISTOMATCH

L

1


General account matchable


(tick)

acf

CENTRALID

C

7

0

Centralization code

Axx=Fixed Assets centralizing, C1 à C9=Customers centralizing,S1 à S9=Suppliers centralizing, Vxx=VAT centralizing, Wxx=Waiting accounts centralizing, Fxxxxxx=Cashbook centralizing, Pxxxxxx=Payment difference centralizing, Ixxxxxx=Invoicing centralizing

(tick)

acf

ISLOCKED

L

1


Block account


(tick)

acf

ISPRINTSUM

L

1


Summary print


(tick)

acf

VATCODE

C

10

0

VAT default code


(tick)

acf

CURRENCY

C

3

0

Currency

Only centralizing currency cashbook

(tick)

acf

CNCYONLY

L

1


Only currency booking


(tick)

acf

TOTDEB1

N

17

3

total debit bookyear 1


(tick)

acf

TOTCRE1

N

17

3

total credit bookyear 1


(tick)

acf

TOTDEBTMP1

N

17

3

total debit simulation bookyear 1


(tick)

acf

TOTCRETMP1

N

17

3

total credit simulation bookyear 1


(tick)

acf

TOTDEB2

N

17

3

total debit bookyear 2


(tick)

acf

TOTCRE2

N

17

3

total credit bookyear 2


(tick)

acf

TOTDEBTMP2

N

17

3

total debit simulation bookyear 2


(tick)

acf

TOTCRETMP2

N

17

3

total credit simulation bookyear 2


(tick)

acf

TOTCUR1

N

17

3

total currency bookyear 1


(tick)

acf

TOTCUR2

N

17

3

total currency bookyear 2


(tick)

acf

MEMOTYPE

C

1

0

Associated memo

Blank=no memo, 1=standard memo, 2=urgent memo

(tick)

acf

ISDOC

L

1


Associated scanned document


(tick)

acf

ISANALYT

C

10

0

Analytical plan concerned

1=mandatory, 0=not relevant

(tick)

acf

ACCBILDB

C

8

0

Subtitute internal balance account for debit balance


(tick)

acf

ACCBILCD

C

8

0

Subtitute internal balance account for credit balance


(tick)

acf

ACCBNBDB

C

8

0

Subtitute official balance account for debit balance


(tick)

acf

ACCBNBCD

C

8

0

Subtitute official balance account for credit balance


(tick)

acf

F28150

C

1

0

Cards 281.50

1=commissions,2=fees,3=perks,4=costs,5=to clarify

(tick)

acf

SECRET

L

1


Confidential account


(warning)

acf

TAX

N

6

2

% Non deductible expenses


(warning)

acf

TAXCODE

C

5

2

Non deductible expenses code


(warning)

acf

ISVATFIN

L

1


Linked VAT entries in financial or MO


(warning)

acf

ZONANA1

C

10

0

Analytical imput plan 1 (is created during the installation of the analyticals plans)

10 Caracters or Quantity 10 positions or Date

(warning)

acf

ZONGEN1

C or N or D or L


0

Free zone 1 (ability to create up to 15 zones)

60 Caracters or Logical or Date or Numeric 15 positions or table value 5 positions

(warning)

acf

INVISIBLE

L

1


Base file visibility


(warning)

acf

DATESTAMP

D

8


Date created / modified record

First checks the existence of fields DATESTAMP, TIMESTAMP USERNAME in the ACT, ACF, CSF and possibly in the AST, ASF, ANT and ANF (if the license have the fixed assets and/or the analytical cost module ) before update

(warning) (red star)

acf

TIMESTAMP

C

8


Time of creation / modification of record

First checks the existence of fields DATESTAMP, TIMESTAMP, USERNAME in the ACT, ACF, CSF and possibly in the AST, ASF, ANT and ANF (if the license have the fixed assets and/or the analytical cost module ) before update

(warning) (red star)

acf

USERNAME

C

15


Winbooks ID of the user who created / updated record

First checks the existence of fields DATESTAMP, TIMESTAMP, USERNAME in the ACT, ACF, CSF and possibly in the AST, ASF, ANT and ANF (if the license have the fixed assets and/or the analytical cost module ) before update

(warning) (red star)


Comment on some fields

NAME11 – NAME12

Those two fields must be filled in.

ISINBY1 – ISINBY2

ISINBY1 = True if the account is available in year 1
ISINBY2 = True if the account is available in year 2

Warning

A logical field in Foxpro is set to false by default.

CENTRALID

This field can only be filled in for the posting up accounts (customers posting up account, suppliers, VAT to pay,...). Each customized posting up account in a folder is identified in the ACF by an unique code given by WinBooks. It's possible to compare the installed posting up accounts with the content of CENTRALID to learn the list of codes (Folder menu / Settings / General + Ledger accounts tab

VATCODE

Check VATCODE explanation in CSF file.

C. Records files (ACT)


Advanced Tables - Table Plus
sorticontrue
columnTypesX,S,S,I,I,S,S,X,
autonumberTrue
autonumbersorttrue
autototaltrue


Customers, Suppliers and General accounts history

Field

Type of field

Lengh

Decimal

Description

Field customizable or additional description

act

DOCTYPE

C

1

0

Document type

1=Customer,2=Supplier,3=General account,4=VAT 0%

act

DBKCODE

C

6

0

Daybook code


act

DBKTYPE

C

1

0

Daybook type

0=Purchase,1=Credit note/purchase,2=Sale,3=Credit note/sale,4=Financial,5=Miscellaneous operations

act

DOCNUMBER

C

8

0

Docnumber


act

DOCORDER

C

3

0

Line number

998 = credit, 999 = debit for financial conterpart, VAT = VAT

act

OPCODE

C

5

0

Internal operation code

MAIN=Visible; FIXED=VAT;VATFO=VAT in financial or Miscellaneous operations; MATCH=???; P01DI=discount; P04C1=financial cost; P03L0=exchange loss; P02PR=exchange profit; P07C2=various cost; P10P2=various profit; P05CV=base; P06VA=vat; P08PE=Profit rounded; P09LE=loss rounded; P11PR=Reminders cost; P12CR=Profit reminders

act

ACCOUNTGL

C

8

0

General account


act

ACCOUNTRP

C

10

0

Third reference


act

BOOKYEAR

C

1

0

Bookyear


act

PERIOD

C

2

0

Periode

00 to 99 (99 = closing period)

act

DATE

D

8

0

Operation date


act

DATEDOC

D

8

0

Booking date


act

DUEDATE

D

8

0

Due date


act

COMMENT

C

40

0

Comment


act

COMMENTEXT

C

35

0

Comment

Purchases daybooks = paiement communication / structured communication + working zone for financials daybooks

act

AMOUNT

N

17

3

Amount in BEF


act

AMOUNTEUR

N

17

3

Amount in euro


act

VATBASE

N

17

3

Taxable base for VAT imput or total document turnover for the records from type 1 and 2


act

VATCODE

C

6

0

Internal VAT code

See correspondence in CODEVAT

act

CURRAMOUNT

N

17

3

Currency amount


act

CURRCODE

C

3

0

Currency code


act

CUREURBASE

N

17

3

Euro base


act

VATTAX

N

17

3

VAT amount


act

VATIMPUT

C

6

0

Internal VAT code

See correspondence in CODEVAT

act

CURRATE

N

12

5

Currency rate


act

REMINDLEV

N

1

0

Reminder level


act

MATCHNO

C

8

0

Matching number


act

OLDDATE

D

8

0

Date oldest matching document


act

ISMATCHED

L

1


Matched ?


act

ISLOCKED

L

1


Blocked?


act

ISIMPORTED

L

1


Imported from another accounting software?


act

ISPOSITIVE

L

1


Amount to be subtracted?


act

ISTEMP

L

1


Temporary encoding?


act

MEMOTYPE

C

1


Associated memo

Blank=no memo, 1=standard memo, 2=urgent memo

act

ISDOC

L

1


Associated document?


act

DOCSTATUS

C

1

0

Status document

1=ignore this imput in the customers reminders or suppliers payments, 2=paid document

act

DICFROM

C

16

0

Template reference


act

CODAKEY

C

3

0

CODA key

Number of the document details in the CODA

act

WOW

C

1

0

Linkek with WINBOOKS on WEB


act

QUANTITY

N

10

3

Quantity

if package module enabled: good quantity purchased necessary for calculating packages

act

DISCDATE

D

8


Discount validation date


act

DISCAMOUNT

N

17

3

Discount amount EXCL VAT


act

DATESTAMP

D

8


Date created / modified record

First checks the existence of fields DATESTAMP, TIMESTAMP USERNAME in the ACT, ACF, CSF ans possibly in the AST, ASF, ANT and ANF (if the license have the fixed assets and/or the analytical cost module ) before update

act

TIMESTAMP

C

8


Time of creation / modification of record

First checks the existence of fields DATESTAMP, TIMESTAMP, USERNAME in the ACT, ACF, CSF ans possibly in the AST, ASF, ANT and ANF (if the license have the fixed assets and/or the analytical cost module ) before update

act

USERNAME

C

15


Winbooks ID of the user who created / updated record

First checks the existence of fields DATESTAMP, TIMESTAMP, USERNAME in the ACT, ACF, CSF ans possibly in the AST, ASF, ANT and ANF (if the license have the fixed assets and/or the analytical cost module ) before update


Comments on some fields


DOCTYPE (mandatory)

1 = allocation on a customer account
2 = allocation on a supplier account
3 = allocation on a general account
4 = Base of a 0% VAT code
A customer sale's invoice is always composed of:
1 record of doctype = 1 (allocation on the customer account and its posting up account)
1 or several records of doctype = 3 (accounting allocations and VAT)
1 or several records of doctype = 4 if one or several 0% VAT code were used
A purchase's invoice is always composed of:
1 record of doctype = 2 (allocation on the supplier account and its posting up account)
1 or several records of doctype = 3 (accounting allocations and VAT)
1 or several records of doctype = 4 if one or several 0% VAT code were used
A principal booking or a financial booking is always composed of:
Doctype = 1 for an allocation on an individual customer account
Doctype = 2 for an allocation on an individual supplier account
Doctype = 3 for an allocation on a general account

DBKCODE (mandatory)

The journal code as it's recorded in the DBK
Look at the DBKID of the DBK file of the concerned year

DBKTYPE (optional: automatically filled in by WinBooks)


0 = Purchase
1 = Credit note on a purchase
2 = Sale
3 = Credit note on a sale
4 = Financial
5 = Principal booking

DOCNUMBER (mandatory)

The document number is only composed of numbers and shifted on the left.

DOCORDER (optional)


This field can stay empty. It'll be completed during the import.
The aim of the Docorder is to memorize the order of the financial and principal allocations. It begins at '001' for each new document and is incremented by 1 (ex: 001, 002, 003, ...).
In the case of a financial, the set of allocations written on a docnumber will create records on the posting up account of this cash book:

  • An allocation with all the movement written in debit of this posting up account
  • An allocation with all the movement written in credit of this posting up account
    The allocations on this posting up account have a docorder = '999' and '998'
    The docorder stay empty for all other journals (sales, purchases, credit notes).
OPCODE


Internal code for Winbooks to distinguish in cash books the records on financial account and their counterparts. Leave it to blank for the import.

ACCOUNTGL (Mandatory if record of Non-VAT type 3)

It's the number of the general account. For type 1 records (customer) or type 2 records (supplier) it's automatically filled in by the posting up account. For non-VAT type 3 records it must be filled in with the allocation account. For VAT type 3 records (filled in VATCODE) or type 4 records (VAT 0%) it's filled in by WinBooks with the VAT allocation account.

ACCOUNTRP (Mandatory if customer or supplier record)

It's the customer or supplier reference (recorded in the CSF.DBF)
It must always be filled in with a customer reference for a doctype = 1 and with a supplier reference for a doctype =2

BOOKYEAR

It's a number from 1 to 9 to indicate the bookyear and filled in by WinBooks with the current bookyear.

PERIOD

00 = opening's period only authorized in a reopening journal.
01, 02, .... = monthly and quarterly accounting periods authorized for all journals except the opening and closing journals.
99 = closing's period only authorized in a closing journal.
The accounting period doesn't always match the civil period (shortened bookyear, more than 12 months,...). See also Wb.Import.Setdefaultperiod to learn how to fill in this field automatically.

DATE

Date of the operation, used in the account ledger. It's identical to the DATEDOC for invoice or credit note. It can be different for financial or principal bookings (Operation's date). If the field is blank then WinBooks will fill it in with DateDoc.

DATEDOC (Mandatory)

Mandatory. Date of the accounting document. It must be identical for all the records of a DOCNUMBER. Used in the journals printing.

AMOUNT

Bookyear in BEF: amount of the accounting allocation
Bookyear in EURO: it's always 0!
Must always be <> 0 in a record with a doctype = 1, 2 or 3 for BEF bookyear.
Positive amount = allocation to debit
Negative amount = allocation to credit
The total amount of all records of a docnumber must be equal to 0 (debit = credit)

AMOUNTEUR (Mandatory)

Bookyear in BEF: corresponding amount in EURO of the BEF amount (filled in by WinBooks).
Bookyear in EURO: amount in EURO of the accounting allocation.
Must always be <> 0 in a record with a doctype = 1, 2 or 3 for EUR bookyear.
Positive amount = allocation to debit
Negative amount = allocation to credit
The total amounteur of all records of a docnumber must be equal to 0 (debit = credit)

VATBASE (Mandatory)

Filled in with the base amount of the VAT allocation. Is filled in for VAT records only (type 3 or 4) for invoice or credit note. Is empty for financial or principal bookings. The VATBASE of records with doctype = 1 (customer allocation) or doctype = 2 (supplier allocation) is filled in with the total amount of the invoice's turnover (used in stats and in the customer VAT listing).

VATCODE (Mandatory)

We input either the internal VAT code (6 numbers) or the VAT code (exampe : 21) : in the second case WinBooks will automatically convert the VAT code to the internal VAT code by using the document type (customer/supplier) and the language. See explanation of the VATCODE in the CSF description.

VATTAX


Automically filled in by WinBooks.
Mandatory if you work with a luxembourg legislation winbooks company.VATTAX is the total amount of the invoice's tax (the major use is the customer VAT listing). Is empty for financial and principal bookings.

VATIMPUT

Mandatory if you work with a luxembourg legislation winbooks company.Other cases can stay empty. It's only filled in when encoding an invoice or credit note with WinBooks.
You must use internal VATCODE.

REMINDLEV

Stay empty and will be updated during the printing of the reminders in WinBooks.

CURRCODE

Must be empty if local currency.

MATCHNO / OLDDATE

Information for the matching

ISMATCHED

Stay to False. It'll be set to true if after a matching in WinBooks the sum of all movements with the MATCHNO is 0. 

ISPOSITIVE

Always leave to False

Summary of the optional/mandatory fields in the ACT


Fields

Mandatory

Comment

Doctype

X


DbkCode

X


Dbktype


Filled in by WinBooks using the DbkCode

Docnumber

X


Docorder


For financial and principal, if empty, filled in with the sequence

Opcode



AccountGL


Mandatory if record of Non-VAT type 3

AccountRP

X

If customer or supplier record

Bookyear


Filled in with the current year

Period


If blank, automatically filled in with the default period

Date


If blank, filled in with DateDoc

DateDoc

X


DueDate


If blank, filled in with DateDoc

Comment



Commentext



Amount

X

If bookyear in BEF (if bookyear in EURO, then = 0)

AmountEur

X

If bookyear in EURO (if bookyear in BEF, filled in by WinBooks)

VatBase

X

If VAT records (non-empty vatcode)

VatCode

X

Internal VAT code or encoded VAT code (WinBooks will convert)

Curramount



Currcode



Cureurbase



Vattax


Computed again by WinBooks : tax total for the VAT listing

Vatimput



Currate




D. Cost accounts files (ANF)


Advanced Tables - Table Plus
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Analytical basic files

Field

Type of field

Lengh

Decimal

Description

Field customizable or additional description

anf

TYPE

C

1

0

Number of the analytical plan


anf

NUMBER

C

10

0

Reference


anf

NAME1

C

40

0

Description 1 of the analytical code


anf

NAME2

C

40

0

Description 2 of the analytical code


anf

CATEGORY

C

5

0

Category


anf

ISLOCKED

L

1


Blocked ?


anf

MEMOTYPE

C

1

0

Associated memo

Blank=no memo, 1=standard memo, 2=urgent memo

anf

EXPRESSION

C

255

0

Allocation Formula


anf

TOTDEBREP

N

17

3

Total Report Debit previous bookyears


anf

TOTCREREP

N

17

3

Total Report Credit previous bookyears


anf

TOTDEB1

N

17

3

Total debit 1st bookyear


anf

TOTCRE1

N

17

3

Total credit 1st bookyear


anf

TOTDEB2

N

17

3

Total debit 2nd bookyear


anf

TOTCRE2

N

17

3

Total credit 2nd bookyear


anf

INVISIBLE

L

1


Identification sheet visibility


anf

DATESTAMP

D

8


Date created / modified record

First checks the existence of fields DATESTAMP, TIMESTAMP USERNAME in the ACT, ACF, CSF, ANT, ANF and possibly in the AST and ASF (if the license have the fixed) before update

anf

TIMESTAMP

C

8


Time of creation / modification of record

First checks the existence of fields DATESTAMP, TIMESTAMP USERNAME in the ACT, ACF, CSF, ANT, ANF and possibly in the AST and ASF (if the license have the fixed) before update

anf

USERNAME

C

15


Winbooks ID of the user who created / updated record

First checks the existence of fields DATESTAMP, TIMESTAMP USERNAME in the ACT, ACF, CSF, ANT, ANF and possibly in the AST and ASF (if the license have the fixed) before update


E. Analytical transactions files (ANT)


Advanced Tables - Table Plus
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(warning) This table is present due to the activation of a setting or option

Analytical postings history

Field

Type of field

Lengh

Decimal

Description

Field customizable or additional description

ant

DBKCODE

C

6

0

Associated daybook code or analytical M.O.


ant

DBKTYPE

C

1

0

Daybook type associated

0=Purchase,1=Credit note/purchase,2=Sales,3=Credit note/sales,4=Financial,5=Miscellaneous operations,9=OD Analytical miscellaneous operations

ant

DOCNUMBER

C

8

0

Docnumber


ant

BOOKYEAR

C

2

0

Bookyear


ant

PERIOD

C

2

0

Period


ant

ACCOUNTGL

C

8

0

Account associated


ant

DATE

D

8


Date


ant

COMMENT

C

40

0

Analytical comment


ant

AMOUNT

N

17

3

Amount


ant

AMOUNTEUR

N

17

3

EUR Amount


ant

MATCHNO

C

8

0

Matching number


ant

OLDDATE

D

8

0

Date oldest matching document


ant

ISMATCHED

L

1


Matched ?


ant

ISLOCKED

L

1


Blocked ?


ant

ISIMPORTED

L

1


Imported from another accounting software?


ant

ISPOSITIVE

L

1


Amount to be subtracted

Not used

ant

ISTEMP

L

1


Temporary encoding ?


ant

MEMO

C

1

0

Associated memo

Blank=no memo, 1=standard memo, 2=urgent memo

ant

ISDOC

L

1

0

Associated scanned document ?


ant

LINEORDER

N

3

0

Encoding numbering


ant

AMOUNTGL

N

17

3

Accounting amount associated


ant

DOCORDER




DOCORDER No. of the associated accounting document (ACT)


ant

ZONANA1

C ou N ou D

10

0

Analytical imput plan 1 (is created during the installation of the analyticals plans)

10 Caracters or Quantity 10 positions or Date

ant

DATESTAMP

D

8


Date created / modified record

First checks the existence of fields DATESTAMP, TIMESTAMP USERNAME in the ACT, ACF, CSF, ANT, ANF and possibly in the AST and ASF (if the license have the fixed) before update

ant

TIMESTAMP

C

8


Time of creation / modification of record

First checks the existence of fields DATESTAMP, TIMESTAMP USERNAME in the ACT, ACF, CSF, ANT, ANF and possibly in the AST and ASF (if the license have the fixed) before update

ant

USERNAME

C

15


Winbooks ID of the user who created / updated record

First checks the existence of fields DATESTAMP, TIMESTAMP USERNAME in the ACT, ACF, CSF, ANT, ANF and possibly in the AST and ASF (if the license have the fixed) before update

  • An allocation with all the movement written in debit of this posting up account
  • An allocation with all the movement written in credit of this posting up account
    The allocations on this posting up account have a docorder = '999' and '998'
    The docorder stay empty for all other journals (sales, purchases, credit notes).
OPCODE

...

ACCOUNTGL (Mandatory if record of Non-VAT type 3)

It's the number of the general account. For type 1 records (customer) or type 2 records (supplier) it's automatically filled in by the posting up account. For non-VAT type 3 records it must be filled in with the allocation account. For VAT type 3 records (filled in VATCODE) or type 4 records (VAT 0%) it's filled in by WinBooks with the VAT allocation account.

ACCOUNTRP (Mandatory if customer or supplier record)

It's the customer or supplier reference (recorded in the CSF.DBF)
It must always be filled in with a customer reference for a doctype = 1 and with a supplier reference for a doctype =2

BOOKYEAR

It's a number from 1 to 9 to indicate the bookyear and filled in by WinBooks with the current bookyear.

PERIOD

00 = opening's period only authorized in a reopening journal.
01, 02, .... = monthly and quarterly accounting periods authorized for all journals except the opening and closing journals.
99 = closing's period only authorized in a closing journal.
The accounting period doesn't always match the civil period (shortened bookyear, more than 12 months,...). See also Wb.Import.Setdefaultperiod to learn how to fill in this field automatically.

DATE

Date of the operation, used in the account ledger. It's identical to the DATEDOC for invoice or credit note. It can be different for financial or principal bookings (Operation's date). If the field is blank then WinBooks will fill it in with DateDoc.

DATEDOC (Mandatory)

Mandatory. Date of the accounting document. It must be identical for all the records of a DOCNUMBER. Used in the journals printing.

AMOUNT

Bookyear in BEF: amount of the accounting allocation
Bookyear in EURO: it's always 0!
Must always be <> 0 in a record with a doctype = 1, 2 or 3 for BEF bookyear.
Positive amount = allocation to debit
Negative amount = allocation to credit
The total amount of all records of a docnumber must be equal to 0 (debit = credit)

AMOUNTEUR (Mandatory)

Bookyear in BEF: corresponding amount in EURO of the BEF amount (filled in by WinBooks).
Bookyear in EURO: amount in EURO of the accounting allocation.
Must always be <> 0 in a record with a doctype = 1, 2 or 3 for EUR bookyear.
Positive amount = allocation to debit
Negative amount = allocation to credit
The total amounteur of all records of a docnumber must be equal to 0 (debit = credit)

VATBASE (Mandatory)

Filled in with the base amount of the VAT allocation. Is filled in for VAT records only (type 3 or 4) for invoice or credit note. Is empty for financial or principal bookings. The VATBASE of records with doctype = 1 (customer allocation) or doctype = 2 (supplier allocation) is filled in with the total amount of the invoice's turnover (used in stats and in the customer VAT listing).

VATCODE (Mandatory)

We input either the internal VAT code (6 numbers) or the VAT code (exampe : 21) : in the second case WinBooks will automatically convert the VAT code to the internal VAT code by using the document type (customer/supplier) and the language. See explanation of the VATCODE in the CSF description.

VATTAX

...

VATIMPUT

Mandatory if you work with a luxembourg legislation winbooks company.Other cases can stay empty. It's only filled in when encoding an invoice or credit note with WinBooks.
You must use internal VATCODE.

REMINDLEV

Stay empty and will be updated during the printing of the reminders in WinBooks.

CURRCODE

Must be empty if local currency.

MATCHNO / OLDDATE

Information for the matching

ISMATCHED

Stay to False. It'll be set to true if after a matching in WinBooks the sum of all movements with the MATCHNO is 0. 

ISPOSITIVE

Always leave to False

Summary of the optional/mandatory fields in the ACT

...

Fields

...

Mandatory

...

Comment

...

Doctype

...

X

...

DbkCode

...

X

...

Dbktype

...

Filled in by WinBooks using the DbkCode

...

Docnumber

...

X

...

Docorder

...

For financial and principal, if empty, filled in with the sequence

...

Opcode

...

AccountGL

...

Mandatory if record of Non-VAT type 3

...

AccountRP

...

X

...

If customer or supplier record

...

Bookyear

...

Filled in with the current year

...

Period

...

If blank, automatically filled in with the default period

...

Date

...

If blank, filled in with DateDoc

...

DateDoc

...

X

...

DueDate

...

If blank, filled in with DateDoc

...

Comment

...

Commentext

...

Amount

...

X

...

If bookyear in BEF (if bookyear in EURO, then = 0)

...

AmountEur

...

X

...

If bookyear in EURO (if bookyear in BEF, filled in by WinBooks)

...

VatBase

...

X

...

If VAT records (non-empty vatcode)

...

VatCode

...

X

...

Internal VAT code or encoded VAT code (WinBooks will convert)

...

Curramount

...

Currcode

...

Cureurbase

...

Vattax

...

Computed again by WinBooks : tax total for the VAT listing

...

Vatimput

...

Currate

D. Cost accounts files (ANF)

...

E. Analytical transactions files (ANT)

...

Note

The fields DBKCODE, DBKTYPE, DOCNUMBER, BOOKYEAR, PERIOD and ACCOUNTGL of the ANT must be identical to the one in the ACT. Those fields are used as guide for the cost accounting.
The cost accounts can also be imported later. The only required condition is that accounting transactions must have been imported in the accounting.

...