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EXPORT SAP DETAILS

Overview

The Export SAP Details form is accessed via Contract Administration / Invoicing Procedures / SAP Export.

Certain leasing companies have customers who use the SAP system to control expenses. They require a file of expenses incurred each month for import into the SAP system. This enables the leasing company to be paid. A text file has been provided containing the relevant information to enable these particular customers to load this directly into SAP.

The file containing motor vehicle fleet expenses incurred by such customers includes:

Note: Transactions covering all hire charges and new vehicle purchases are not included in this interface.

The output to the text file is created at the same time as the Periodic Monthly process invoicing is done, after the Printing of invoices has completed.

The output required is : Fixed Width text file
The file layout is as follows: SAP Control Header
SAP Header Record
Transaction line item

Any fields where data is short of the field length are padded with blanks at the end of the field. Those fields that do not have data are denoted by a / and these are also padded with blanks.

This file is subsequently used by the customer to import data into the SAP system and create entries into the relevant accounts to allow for payment.

Note: The facility to send this file automatically by email to the customer is being considered as a future development.

The process will operate in the following way:

  1. The process fm_setup_ipend has been modified so that any invoices created for SAP customers - FC.custo.EXPTRANS= Y (the SAP Export Transactions field in the Contract Admin 1 Tab of Contract Administration) are tagged as SAP transactions (FC.ipend.SAPTRANS = Y) . These should only be for Invoice types that have an FM.invty.LEGDER type of S, with the exceptions of Invoice type 28 - Vehicle Purchase Recharges.
  1. This process is programmed to run after the Periodic Process has been run and commences after the Printing of Invoices has finished successfully. A new data extraction process extracts details of all ipend transactions that are tagged as SAP transactions (FC.ipend.SAPTRANS=Y) that have not already been extracted (FC.ipend.SAPDATE = 0. This data is extracted into a Fixed width text file and the extracted ipend items have FC.ipend.SAPDATE set to the current date to show that they have been extracted.
  1. The file is named SAPEXTR and is created in User1/ifs/live/SAP. Once the file is created, a copy is stored in a backup directory $BASE/SAP/previous. Within the previous directory the files are stored in date specific directories starting with the year (e.g. 02) followed by the month (e.g. 11). The file is called SAPEXTRddhhmm where dd = the day of the month, hh = current hour mm= current minute. If the directory required does not exist then it is created.
  1. The SAP Control Header is created first. Then the system runs down the ipend records and collates the information for the SAP Header record. The Month and Year are determined by using the Month on the Lease Type +1 and the Year on the Lease Type. (FM.lease NEXTINVC). For example where FM. Lease NEXRINVC date is 31/10/2003. The month & Year is Nov 2003. The system then it creates a line = Total Value (incl of VAT). The system then creates a line = Total VAT line. Then it creates an item line for each transaction/expense with the information detailed under Transactions/Expenses lines.
  1. The Total value (INC of VAT) of the lines has a Posting Key of 31. The Total VAT value has a Posting Key of 40. Each transaction line has a SAP Posting key of 40. Each transaction line with a negative (-)/credit value has a SAP Posting key of 50 but the value does not shown a minus sign, as the SAP account code is flagged as credits so when the data is imported the system knows the amounts are negative values. The Total value (NET of VAT) of the lines has a Posting Key of 31. The Total VAT value has a Posting Key of 40.
  1. The Total value of all transactions (including VAT) has an Account No of : e.g. 5003419. The Total VAT value of all transactions, has an Account No of e.g. 232630 and a Tax base flag of X. Each transaction line have different Account Numbers (Expense accounts) for different invoice types. Each transaction line also has a cost centre. On each transaction line where the value has a VAT code these should be changed to the SAP codes as detailed above. No expense codes are needed on the Total Value line or the Total VAT line.

Tip: The extra field added into FC.custo appears on the form on the Contract Admin 1 Tab.

The form is split into three areas. These are the Titlebar, the Export SAP Details Dialogue Box and a series of Command Buttons to the side of the form.

Title Bar

In addition to displaying the form name the Title Bar provides a number of useful buttons.

Export SAP Details Dialogue Box

This area of the form simply contains a description of what is achieved by initiating the Overdrive Card Import process. The description is as follows:

This process will extract details of FC.ipend transactions that are tagged as SAP transactions and place them in ??? / ????? / ???? / ???

Note: ???? denotes the appropriate directory path and file name.

Exports SAP transactions that are currently flagged as unprocessed (see above).

Re-exports SAP transactions that have previously been exported for the date defined immediately to the date to the right of this field.

The date for which SAP transactions are to be re-exported.

Command Buttons

The following command buttons are displayed:

Confirms and proceeds with the SAP Export option.

Cancels the process and returns to the Invoicing Procedures Menu.

Provides online access to a context sensitive Help form.

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