A. Customers/Suppliers form files structure (CSF)

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:

(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

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

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)

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

D. Cost accounts files (ANF)

E. Analytical transactions files (ANT)