The Import / Export record definition element of the AOI system facilitates the flexible definition of the import and export record layout formats.
What do you want to do?
This form is displayed when you click Nominal ledger > Accounts Open Interface (AOI) Menu > Accounts Open Interface > Settings > Import-Export record definitions.
Menu Bar and Toolbar:
| Menu bar | Toolbar | Action |
|---|---|---|
| File > Exit |  |
Leaves the program and returns to the previous menu. |
| File > New |  |
Create a new AOI interface record definition. |
| File > Save |  |
Saves the maintained AOI interface record definition. |
| File > Delete |  |
Cancels the maintenance of the AOI interface record definition. |
| File > Cancel |  |
Cancels the maintenance of the AOI interface record definition. |
| Help > Help |  |
Displays this help topic in a web browser. |
| Help > Help about | — | Displays version and copyright information. |
Interface Details Area
Definition Enter the unique identification of the record definition, used in the Export journal selection criteria and as part of the filename for:
- Transactions to be exported.
- Accounts to be exported.
- Accounts to be imported.
- Chart of accounts
Direction / type: Enter the direction of the interface for which this definition must be used.
- E = Export
- I = Import
- H = Export header
- T = Export trailer
Lock file: Defines that the exported file is to be locked.
- 1: Vtoc-file
- 2: Lock-file
Separator: Specifies the CSV column separator used / to be used within the import / export interface file.
HEX value: Enter the Hex value to be used if the Separator is a Hex value.
Spaces between fields: Select to use a separate data field Space within the exported interface file.
Company indication: Enter the required company number.
Communication type: Enter the MB communication type to be used.
- 1: Company ID include in filename.
- 2: Company ID in every record of the file.
Note: When MB communication is not in use the import / export parameters are defined via the settings System utilities > Management menu > Dealer parameters
Generate header: Select to create a header record in the output file.
Trailer: Select to create a that a trailer record in the output file.
Last run: Displays the last date that the definition was processed.
Last time: Displays the last time that the definition was processed.
Last file number: Displays the last unique file number that was generated (This number is also written back in the AOI posting buffer records.
File Details Area
File name: Select the file to be used as the basis for AOI interface format recognition.
- 00.SL.accts: Sales ledger accounts.
- 00.PL.accts: Purchase ledger accounts.
- 00.PL.trans: Purchase ledger transactions.
- 00.MS.aoibf: AOI invoice buffer.
- 00.AR.asset: Main asset header file.
- 00.MS.aoiat: AOI asset header file.
- 00.VS.newst: New vehicle stock.
- 00.VS.usdst: Used vehicle stock.
- 00.MS.aoinv: New vehicle stock.
- 00.MS.aoinv: Used vehicle stock.
- 00.MS.aoicl: 00.MS.aoicl.sq.
- 00.NL.dates: Nominal ledger period dates.
- 00.AR.asset: Asset Register
Check last edit date: Select to use the Last edit date on the debtor account as the criteria for the output selection, the default is that all transactions are to be selected for export.
Note: Only available when the 00.SL.accts file is selected and the interface direction is set to E.
Split file(s) per module: Select to separate the output file based upon module structure.
Note: This is only available when the file name 00.MS.aoibf is selected and the interface direction is set to E.
Company in module: Select to separate the output file based upon module and company structure.
Note: This is only available when the file name 00.MS.aoibf is selected and the interface direction is set to E.
Column Details Area
Available columns to add from dictionary
This section contains a list of the data fields from the selected File name available for inclusion within the interface.
Shortname: Display of the date field short name.
Description Display of the data field description.
Occ: Displays, if selected, that the data field is an occurrence type.
Note: Not all the columns from the dictionary are available to be selected as some of the columns are for internal use only.
Buttons:
Add:
Add selected field
Add all fields
Remove
Remove selected field
Remove all fields
Remove
Move the selected filed up 1 level
Move the selected field down 1 level
Note: When an occurrence field is added to the column list in the interface, an additional screen will be shown where the user must define the occurrence number.
Column List in the Interface
This section contains a list of the data fields that have been added to the definition from the selected File name.
Shortname: Displays the short name for the data field.
Description Displays the description of the data field.
Occ: If selected, indicates that the data field is an occurrence type data field.
Clear: Select to clear the value on import, only when the specified value defined in Clear value is received.
Clear value: Define the import value to specify when a field value should be cleared.
Note: When in the file details, the file 00.SL.accts is selected; the column SHORT must be one of the selected columns in the interface.
Click Nominal Ledger > AOI Options > Accounts Open Interface to display the Accounts Open Interface Form and click the Settings > Import-Export record definitions menu bar command.
The AOI Interface Record Definitions Form is displayed.
Click 
.
The AOI Record Definition dialogue box is displayed.
Complete the following fields and click Ok:
Record ID: Unique record identification number.
Description: Description of the record identification number.
A new, blank record definition is created.
Click Nominal Ledger > AOI Options > Accounts Open Interface to display the Accounts Open Interface Form and click the Settings > Import-Export record definitions menu bar command.
The AOI Interface Record Definitions Form is displayed.
Click the 
button next to the File name data filed
to display the following available files for selection.
Click the required file name.
The Available columns to add from dictionary data field section is populated.
Click Nominal Ledger > AOI Options > Accounts Open Interface to display the Accounts Open Interface Form and click the Settings > Import-Export record definitions menu bar command.
The AOI Interface Record Definitions Form is displayed.
Click the button next to the File name data filed
to display the following available files for selection.
Click the required file name.
The Available columns to add from dictionary data field section is populated.
Click the required data field within the Available columns to add from dictionary section to highlight the selected data field.
Click the button
to add the selected data field to the Interface Column List.
Click Nominal Ledger > AOI Options > Accounts Open Interface to display the Accounts Open Interface Form and click the Settings > Import-Export record definitions menu bar command.
The AOI Interface Record Definitions Form is displayed.
Click the button next to the File name data filed
to display the following available files for selection.
Click the required file name.
The Available columns to add from dictionary data field section is populated.
Click add all of the data fields to the Interface Column List.
Click Nominal Ledger > AOI Options > Accounts Open Interface to display the Accounts Open Interface Form and click the Settings > Import-Export record definitions menu bar command.
The AOI Interface Record Definitions Form is displayed.
Click the button next to the File name data filed
to display the following available files for selection.
Click the required file name.
The Available columns to add from dictionary and Column list in the interface data field sections are populated.
Click the required data field within the Interface Column List section to highlight the selected data field.
Click the button
to remove the selected data field from the Interface Column List.
Click Nominal Ledger > AOI Options > Accounts Open Interface to display the Accounts Open Interface Form and click the Settings > Import-Export record definitions menu bar command.
The AOI Interface Record Definitions Form is displayed.
Click the button next to the File name data filed
to display the following available files for selection.
Click the required file name.
The Available columns to add from dictionary and Column list in the interface data field sections are populated.
Click to
remove all of the data fields from the Interface Column List.
Click Nominal Ledger > AOI Options > Accounts Open Interface to display the Accounts Open Interface Form and click the Settings > Import-Export record definitions menu bar command.
The AOI Interface Record Definitions Form is displayed.
Click the button next to the File name data filed
to display the following available files for selection.
Click the required file name.
The Available columns to add from dictionary and Column list in the interface data field sections are populated.
Click the required data field from within the Interface Column List section to highlight the selected data field.
Click to
move the selected data field upwards 1 level within the Interface Column List.
Click Nominal Ledger > AOI Options > Accounts Open Interface to display the Accounts Open Interface Form and click the Settings > Import-Export record definitions menu bar command.
The AOI Interface Record Definitions Form is displayed.
Click the button next to the File name data filed
to display the following available files for selection.
Click the required file name.
The Available columns to add from dictionary and Column list in the interface data field sections are populated.
Click the required data field within the Interface Column List section to highlight the selected data field.
Click to
move the selected data field downwards 1 level within the Interface Column List.
Click Nominal Ledger > AOI Options > Accounts Open Interface to display the Accounts Open Interface Form and click the Settings > Import-Export record definitions menu bar command.
The AOI Interface Record Definitions Form is displayed.
Click the button next to the File name data filed
to display the following available files for selection.
Click the required file name.
The Available columns to add from dictionary and Column list in the interface data field sections are populated.
Click the Save button to save the maintained record definition.