PBS Interface to CP 7

™

CashPoint

Passport Business Soluons ™

v12.03 and v12.04

Interfacing Counterpoint version 7 to PBS

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Passport Business Solutions

Interface to Counterpoint

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Updated 08/03/2015

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Table of Contents

Accounting Interface Overview ..................................................................................... 8

Interfacing Counterpoint to PBS Accounts Payable .................................................... 9

Counterpoint Configuration ................................................................................ 10

General Counterpoint Setup ...............................................................................................10

Vendors Setup ....................................................................................................................10

Counterpoint Export Setup .................................................................................................11

Passport Business Solutions Configuration ...............................................................17

Import setup ....................................................................................................... 17

Data Synchronization .........................................................................................................17

Account numbers ................................................................................................................17

Vendors ..............................................................................................................................17

Using multiple companies in Passport Business Solutions ................................ 17

Exporting Accounts Payable Data from Counterpoint ................................................19

Overview ............................................................................................................ 19

Running the “export” .......................................................................................... 19

Finishing the “export” ..........................................................................................................21

Importing Into PBS Accounts Payable .........................................................................23

Export file location ............................................................................................. 23

Pre-import considerations .................................................................................. 23

Safeguards .........................................................................................................................23

Special Situations ...............................................................................................................23

File naming .........................................................................................................................24

Import File location and locking ..........................................................................................24

Unix issues .........................................................................................................................24

Running the Import ............................................................................................ 24

Payables Edit list ................................................................................................................26

Error Messages During Voucher Import ..............................................................................26

Voucher Import Report .......................................................................................................27

Interfacing Counterpoint to PBS General Ledger ........................................................33

Overview ............................................................................................................ 33

Multi-Company INtegrIty .................................................................................... 33

Counterpoint Configuration ................................................................................ 33

PBS General Ledger Configuration ..............................................................................43

Exporting General Ledger Data from Counterpoint ........................................... 43

Settings required for proper export .....................................................................................44

Exporting ............................................................................................................................45

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Importing into PBS General Ledger Distributions .............................................. 45

Export file location ..............................................................................................................45

Unix/Linux issue .................................................................................................................46

The PBS Distributions Import Process ................................................................................46

Distributions Import Messages and Error Report ................................................................48

Multi-company integrity .......................................................................................................48

PBS Account Linking and Maintenance .......................................................................49

Cross Reference List ......................................................................................... 49

Automated Cross-reference Creation ................................................................ 50

Account number Synchronization ...................................................................... 52

Utilities ...........................................................................................................................53

Location of Export/Import Files .......................................................................... 53

Vendor Data Interface ........................................................................................ 54

Transferring vendor data from Counterpoint 7 to PBS ....................................... 57

Running the Counterpoint 7 Vendor Export ........................................................................57

Running the Import into Passport Business Solutions .........................................................57

Transferring vendor data from PBS to Counterpoint 7 ....................................... 60

Running the Export from Passport Business Solutions .......................................................60

Running the Counterpoint 7 Vendor Import .........................................................................61

Valid G/L Accounts Data Interface ..................................................................... 61

Transferring account data from Counterpoint 7 to PBS .......................................................61

Transferring account data from PBS to Counterpoint 7 .......................................................62

Passport Business Solutions Interface Technical Data ..............................................65

The Voucher Import File .................................................................................... 65

Voucher record layout ........................................................................................................65

Voucher field dependencies and requirements ...................................................................68

Distribution record layout ....................................................................................................69

Voucher import logic ...........................................................................................................70

General Ledger Distribution Import record layout .............................................. 71

Key Terms ......................................................................................................................73

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A c c o u n t i n g I n t e r f a c e O v e r v i e w

This document explains the setup and usage of the interface to PBS from Counterpoint

version 7.x. If you have Counterpoint Version 8.4 or higher use the CashPoint

documentation. Also see the web site for CashPoint.

The accounting interface provides a means of importing Accounts Payable vouchers and

General Ledger distributions into Passport Business Solutions from an external purchasing

or accounting system. It saves you the time of having to manually enter vouchers into

Passport Business Solutions Accounts Payable and distributions in General Ledger that

have already been entered in another accounting system.

The import also facilitates the translation of account numbers, so the account numbers in

Passport Business Solutions do not need to match the account numbers used in the

interfaced system.

Most of this document was written specifically for exporting from Counterpoint and

importing into Passport Business Solutions. The import voucher and distributions

programs in Passport Business Solutions can be used to import data from other accounting

and purchasing systems as well.

The Valid G/L Account and Vendor exports and imports were written to specifically allow

data to be shared between Passport Business Solutions with Counterpoint. These utilities

are useful when implementing a new system because it reduces data entry by moving the

data from one system to the other.

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I n t e r f a c i n g C o u n t e r p o i n t t o P B S

A c c o u n t s P a y a b l e

This chapter describes how to interface Counterpoint (CP) to Passport Business Solutions

Accounts Payable (A/P). This interface allows you to export voucher receivings entered

in CP and import them into Passport Business Solutions A/P payables file (vouchers).

After the vouchers are brought over, you can review them in payables entry, print an edit

list, and then post them.

The interface is implemented using an export from CP and an import into Passport

Business Solutions. There are two main steps for setting up the interface. The first step is

to setup CP for export. The second step is to setup Passport Business Solutions Accounts

Payable for import.

Once the setup is complete, you will then be able to interface by following two steps. The

first step is exporting selected receivings in CP (known as “Vouchering Receiving”). The

second step is running the import into Passport Business Solutions A/P. The frequency at

which you decide to interface CP to Passport Business Solutions A/P is up to you. You

can do it hourly, daily, weekly, monthly; whenever you decide.

It is recommended that you read this entire chapter before following any of the setup

procedures. This will insure that you understand the concepts of what is trying to be

accomplished, and apply this to your own unique situation.

The linking of the Passport Business Solutions and CP account numbers is a prerequisite

for the interface to work. The information on how to do this is in the Passport Business

Solutions Account Links chapter in this document.

Also be aware that because CP and Passport Business Solutions are separate systems, and

the integrity between them needs to be maintained manually.

If you use multiple companies in the Passport Business Solutions and CP, you will need to

insure company synchronization when performing these setup procedures, and when

performing the actual interface.

This means you should always be aware of which company you are working with in one

system so as to insure using that same company in the other system.

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COUNTERPOINT CONFIGURATION

This section details the specific steps necessary to setup Counterpoint (CP). You do not

need to refer to the CP manuals for any of these steps.

If you need more CP information, refer to the CP “Getting started” document (gs.pdf),

chapter 16. Note: The document name and data can change; contact your Counterpoint

support person if you cannot find this information.

GENERAL COUNTERPOINT SETUP

In order to allow “exporting” vouchers in CP, you need to have the “Keep received P.O.

history” flag set to Yes. To do this, run:

Setup > Purchasing > Control

And insure that this flag is set to Yes. This will cause P.O. receiver history to be kept,

which is needed when you export the vouchers.

VENDORS SETUP

Please bring up the Vendor maintenance screen by running:

Inventory > Vendors > Vendors

11. A/P Sync ?

This field is not applicable to the “Export” mode of interface, which is what we are using.

It only applies to the “Direct” interface type. Thus I am just pointing it out so you can

ignore it.

12. A/P Vend #

The A/P Vendor number field can be used to create a cross-reference between your CP

vendor number and your Passport Business Solutions vendor number. You will need to

use this field if your CP vendor number does not EXACTLY match your Passport

Business Solutions vendor number.

To use it, enter your Passport Business Solutions vendor number as it appears on your

Passport Business Solutions vendor maintenance screen into field number 12.

The field is not required. If it is blank, then the CP vendor number will be exported. Thus

for those CP vendor numbers that match your Passport Business Solutions vendor

numbers, leave this field blank. For those that do not match, enter the Passport Business

Solutions vendor number.

If you are entering a Vendor in CP first and will enter the Vendor in Passport Business

Solutions later, remember that you can only enter up to 6 characters in this field and it has

to be a unique number.

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COUNTERPOINT EXPORT SETUP

From the Counterpoint menu run:

Setup > System > Accounting Interface

Note: Starting with CP Version 7.5.5 you will find it on this menu path:

Setup > Accounting > Interface

SCREEN ONE SETUP

Setup your screen the same as the following screen shot, but refer to the following

exceptions:

The only fields that can differ from above example are “A/P Output file”, “Default

discount account”, and “Vendor Terms”. See the Counterpoint Output File section below

for details on the file name.

Note: If you are using the G/L interface, field #4 will differ from the above example.

COUNTERPOINT OUTPUT FILE

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The file name used here must be IMPVCH??.DAT. The ?? is equal to the Passport

Business Solutions company ID that corresponds to the company in Counterpoint 7. For

example, if the Counterpoint 7 company corresponds to your Passport Business Solutions

company 00, then the file name in the example above is the one to use.

No path has been entered in the above example. Thus, the export file will be located in the

top level Counterpoint 7 directory after exporting vouchers. Prior to import into Passport

Business Solutions A/P, it will need to be manually moved to the Passport Business

Solutions top-level directory. This is because the Passport Business Solutions A/P import

requires the file to be in that location.

If there is enough room to enter a path to the Passport Business Solutions top-level

directory, then you can enter it with the file name. This way you will not have to manually

move the file after export.

Some entries that include a path might be (For Passport Business Solutions Company 00):

Using a Universal Naming Convention (UNC)

\\Win_2000\PBS\IMPVCH00.DAT

Using a mapped drive letter:

G:\PBS\IMPVCH00.DAT

Be careful when using drive letters because they are mapped to the computer that

is running the Counterpoint 7 software. For example, one computer’s G: drive

can be mapped as the P: drive on another computer. Verify drive letter uniformity

on your system if you use this method.

Single user running everything on a local drive:

C:\PBS\IMPVCH00.DAT

(UNIX) For information on mounting NFS drives and going from UNIX to Windows and

vice-versa, contact your systems administrator.

The file naming conventions will change when moving to a different operating system

environment. Windows to UNIX, Linux to Windows, etc.

DEFAULT DISCOUNT ACCOUNT AND VENDOR TERMS

These fields are used when you voucher receivings (export) in Counterpoint 7. They are

only used to help speed up the entry of the fields on each voucher you export by allowing

you to use these as defaults. Enter values here that reflect the terms that match the

majority of your vendors.

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When importing the payable entries into Passport Business Solutions, there is an option to

use the Passport Business Solutions Vendor terms. If you choose to use the due days,

discount days and discount percentage from the Passport Business Solutions Vendor

record, then the value to these same Counterpoint 7 setup fields are not important. The

export file will still contain the data for these fields, but they will not import into Passport

Business Solutions.

** Warning ** Make sure the field “Use batch headers?” is NEVER set to Y. It should

always be N. This field has nothing to do with batches in Passport Business Solutions A/P.

Batches in Passport Business Solutions A/P are discussed in the “A/P Import”

documentation.

SCREEN TWO SETUP

Now we will move on to the second screen, Account number mapping rules.

With the interface to Passport Business Solutions A/P, account linking (mapping) must be

set up in Passport Business Solutions.

This Counterpoint 7 screen requires entry of at least one field in order to move on to the

remaining setup screens, so enter the following into field number one:

FIELD 1. PART A:

Source Enter ‘M’

Start Position Enter ‘1’

Length Enter ‘1’

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Numeric only? Enter ‘Y’

Prefix Enter spaces

Suffix Enter spaces

End of segment? Enter ‘Y’

SCREEN THREE SETUP

The third screen is Output field formats. This screen should be setup as shown below with

no exceptions. Your fields must match the screen shot exactly.

After finishing this screen, you may see some G/L setup screens if you are using the G/L

interface. Enter through these until you arrive at the “A/P vouchers output format” screen.

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SCREEN FOUR SETUP

On the A/P vouchers output format screen you must define the layout of the export

voucher.

Enter the fields exactly as shown above.

IMPORTANT: The first field is a literal. It is used to designate the record type. It must

be entered exactly as:

<*VCHR*>

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SCREEN FIVE SETUP

Now we move on to the final screen A/P distributions output format. This is where we

define the layout of the export distribution.

Enter the fields exactly as shown above.

IMPORTANT: The first field literal is used to designate the record type. It must be

entered as:

<*DIST*>

This concludes the voucher export setup in Counterpoint.

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P a s s p o r t B u s i n e s s S o l u t i o n s

C o n f i g u r a t i o n

IMPORT SETUP

DATA SYNCHRONIZATION

This section details how data in the Passport Business Solutions software must be kept in

synchronization with data in the other accounting system.

ACCOUNT NUMBERS

All imported account numbers (discount account and distribution accounts) will be looked

up in the Passport Business Solutions external cross reference account list in order to

determine the Passport Business Solutions account to use.

Even if the account numbers in the other accounting system match your Passport Business

Solutions account numbers, you still need this list. This is because the imported account

number may not match the internal representation of the account number in Passport

Business Solutions.

To learn how to setup and use the cross-reference file, refer to Passport Business Solutions

Account Links chapter of this document and Chapter 13 of the Passport Business Solutions

System Manger PDF document (SY_PBS.pdf) on the Passport Business Solutions product

CD.

If any account numbers are added, changed, or deleted in either accounting system, the

other system will need to be updated.

Note: If you do not need to import discount information on the vouchers or distribution

records, then you do not need to setup the account cross reference.

VENDORS

The vendor number on the import voucher must have an exact match in the Passport

Business Solutions vendor file or it is considered an error and will not be imported.

If any vendor numbers are added, changed, or deleted in either accounting system, the

other system will need to be updated.

There are utilities that will export and import vendor data to and from the Counterpoint

export format. Refer to the Utilities chapter in this document for more information.

USING MULTIPLE COMPANIES IN PASSPORT BUSINESS SOLUTIONS

You must insure that you are always working in the same company under Passport

Business Solutions that you are working with under the other accounting system. The

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import file name helps with this, as it must contain the two-character Passport Business

Solutions company ID for the Passport Business Solutions company it is being imported

into. See the File Naming section below for more information.

Helpful information for setting up the Passport Business Solutions external cross-reference

file:

Step 1 - Print the external system’s accounts

To do this under Counterpoint 7, run:

Setup > Reports > System > Accounts

Step 2 - Setting up the Passport Business Solutions cross-reference file.

When entering the external system’s account number, enter the account number as

it appears on the report printed above in step 1. This is the account number that

will be exported from Counterpoint 7 during the interface.

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E x p o r t i n g A c c o u n t s P a y a b l e D a t a f r o m

C o u n t e r p o i n t

OVERVIEW

The export process in Counterpoint 7 is accomplished by building an export file through

selection of receivings to voucher. As each receiving is selected, it is added to the export

file along with its distributions. When you are finished selecting the receivings you want

to voucher, you will then import the file into Passport Business Solutions A/P. After the

file is imported into Passport Business Solutions, Passport Business Solutions will delete

it. You can then start the whole cycle over again.

Counterpoint 7 has built in safeguards that will prevent you from vouchering the same

receiver twice. It does this by flagging the receiver as having been vouchered, and will not

permit it to be vouchered again.

Feel free to read the Counterpoint 7 documentation in regards to exporting, but keep in

mind that you need to follow the exact procedures that we outlined below for it to work

with Passport Business Solutions.

Note: The Counterpoint 7 document is wrong in that it doesn’t document the export mode

when discussing how to voucher receivings. On the bottom of page 1510 of the User

Manual (um.pdf) it states that if you answer “Y” to “OK to voucher this receiving?” it will

create a voucher in your A/P. This is only true in the “Direct” interface mode. Under the

“export” interface mode, it exports the voucher rather than creating it directly into Passport

Business Solutions A/P.

RUNNING THE “EXPORT”

To bring up the export screen select:

System > Accounting Interface > Payables > Voucher Receivings

Now select a P.O. and the receivers for the P.O. that you want to voucher. You will then

be presented with the following screen:

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1. Dist date:

The <F1> key is used to manually mark receivers as vouchered. Doing this means an

export record will NOT be created for the voucher. You may want to use this if you don’t

need to bring a receiving over to Passport Business Solutions A/P, but want to mark it as

vouchered in Counterpoint 7.

F2 is used to create the voucher for a vendor other than the vendor to whom the P.O. was

created. For more information, see “Factoring a voucher,” page 1511 of the Counterpoint

7 User Manual (um.pdf). The page number and document name could change. If you use

this, the new vendor number that is entered will be the one exported with the voucher.

Remaining fields:

Fill in the information you want to export into the remaining fields. All of these fields are

exported as entered, except Due day(s) and Disc day(s). These two fields are only used on

this screen to calculate the due date and disc date respectively.

After entering the voucher fields, you will be presented with the distributions area, as in:

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Here you will be required to completely distribute the invoice amount. Each distribution

you enter will be exported individually when the voucher is exported below.

After completely distributing the invoice amount, you will be asked “OK to voucher this

receiver?” Answer Yes to complete the voucher and create the export records.

You should then see the message:

“Receiver vouchered to A/P - voucher-### Press ENTER”

The #### represents the invoice number you entered on the voucher screen.

WARNING – If you don’t see this message and the screen just goes back to the “P.O. #”

entry field, then it means that the program could NOT create the export records. This is a

problem in Counterpoint 7 where they do not display any file errors that occur when trying

to write the export records. Thus if the export file is in use when you do an export, it will

not work, and you will not see any messages. In this case, the receiving would not be

marked as vouchered, so you can just voucher it again after resolving why the export file

could not be written to.

FINISHING THE “EXPORT”

After you are finished exporting all your vouchers, make sure to back out of the program

until you get to the menu. If you don’t do this, the export file will remain locked.

Now you can run the import into Passport Business Solutions A/P > Payables (Import).

Note: You may want to bring the source documents you used to voucher the receivings

over to Passport Business Solutions A/P to verify that all the vouchers import correctly.

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I m p o r t i n g I n t o P B S A c c o u n t s P a y a b l e

EXPORT FILE LOCATION

The export file that was created in Counterpoint 7 needs to be located in the top level

Passport Business Solutions directory.

Please refer to how you setup your Counterpoint 7 payables export to determine the

location of the export file. If the export does not put the file directly into the Passport

Business Solutions top-level directory, then you will need to manually move it there.

IMPORTANT: If you need to move the file, make sure that you MOVE it and do not

copy it. If you copy the file, then the next export will be appended to the current one. This

will cause the current vouchers to be imported a second time into Passport Business

Solutions A/P!

PRE-IMPORT CONSIDERATIONS

There are some considerations regarding the import.

SAFEGUARDS

Start out slowly to insure everything is working properly. This means you should only

export and import a few vouchers to start with. This will insure that everything is

understood and functioning properly. Remember that after importing, you still have the

ability to edit the imported transactions, and even delete them if you so choose.

During the import, any errors and warnings that occur on an import record will be printed

to the import report. The import report will also print totals for number of errors, number

of warnings, number of vouchers created, and number of distributions created.

After the import completes, the import file is deleted if there are no warning messages.

This is done to insure that it is not imported twice. If errors occurred, you will need to

correct them and run the import again. Record error and warning data can be found on the

Voucher Import report as well as the import data itself.

SPECIAL SITUATIONS

When using Batch Controls under A/P

The import will prompt for a batch prior to importing. All vouchers imported will be

assigned to the batch selected.

When using PBS Purchase Order

No receiver numbers are brought over during the import. If receivers need to be assigned,

you will need to do this manually after importing the voucher.

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When using PBS Job Cost

The import will only create “non job” distributions, meaning the distributions will not

contain job numbers. If you want the distributions to apply to jobs, you will need to delete

the distributions after importing, and re-enter them with appropriate job information.

FILE NAMING

The import file must be named as:

IMPVCH??.DAT

The ?? represents the Passport Business Solutions company. Thus for company 00, the

file name would be:

IMPVCH00.DAT

For company PS it would be

IMPVCHPS.DAT

IMPORT FILE LOCATION AND LOCKING

Prior to running the import, the import file must be located in the top level Passport

Business Solutions directory.

This can be accomplished in one of two ways. First, the other accounting system can

export directly to the file in this location. Second, you can manually move the file to this

location after exporting from the other accounting system.

Prior to importing, the program will test the import file to see if it is in use. If not, it will

lock it before importing the records. Thus if you are using the direct method, there may

be file locking issues between the two accounting systems. See the Running the Import

section below for more information.

UNIX ISSUES

If the import file is moved between a Unix and Windows system or vice versa, you will

need to insure that proper FTP ASCII protocols are followed. This will insure that the

correct CR/LF conversion is performed.

RUNNING THE IMPORT

This section details the step-by-step procedure for running the import in Passport Business

Solutions.

See the PBS A/P documentation for details on how the file is backed up during import.

To start the import, select

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AP > Payables > Import

If you are using batch controls in A/P, you will be prompted to enter a batch. This batch

screen is the same as if you were entering the vouchers as opposed to importing them. The

imported vouchers will be assigned to the batch you enter.

Graphical Mode

Whether you selected a batch or you are not using batches the following graphical mode

screen will display:

Enter the import terms.

Select the cross reference setup.

Select OK to continue or Cancel to go back to the menu without importing.

The import starts. As records are imported, they are displayed on the screen. If there are

errors with the data being imported a message displays; see Voucher Import Report Error

Messages. Go to Payables Edit list.

Character Mode

Using character mode this screen displays:

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There are some potential error messages that could display. These are documented later in

this section. Enter this field:

Use ‘I’mport or ‘V’ender for terms:

Choose I to use the terms from the import file or V to use the terms from the PBS vendor

file.

Do you want to continue?

Enter Y if you want to continue or N to cancel the import.

Enter cross reference:

Select the G/L account cross-reference list that you have setup for the A/P import.

You must set up a G/L account reference list before you can import payables. You do this

under Account links found on the CTL menu.

Are you sure ?

Select Y to start the import, or N to abort the import.

If you select Y you will be prompted to enter a printer destination for the Import Report.

The import starts. As records are imported, they are displayed on the screen. If there are

errors with the data being imported a message displays.

PAYABLES EDIT LIST

After the import is completed, it is recommended that you print the Passport Business

Solutions Payables edit list to view the imported vouchers. This should be done to validate

that the totals from the export accounting system match the totals of the imported records.

ERROR MESSAGES DURING VOUCHER IMPORT

Possible Import file error messages – These are the messages you may receive when

starting the import:

Import file not found

Insure that the file is named correctly and located in the top level Passport Business

Solutions directory.

Import file is empty

There are no records in the import file.

Vouchers are on file. Ok to continue with import?

The program will check to see if any vouchers are already on file. Select N to abort the

import or Y to continue the import. This gives you the option to stop the import.

It is recommended that you only import into an empty voucher file. The payables file will

only contain those vouchers that were imported.

Errors found during import. Import file anyway ?

Select Y to import the file or N to abort the process.

When the import is finished, you will be presented with one of three possible messages:

Import completed, processed with errors

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This message indicates some or all import records had errors. You will need to correct the

errors by editing the payables records. The report will have information about the errors.

Also the edit list may help you find the errors.

Import completed successfully.

This message indicates some the records imported without errors.

VOUCHER IMPORT REPORT

This report is printed during the import. It will list all the records imported as well as any

warnings or errors that are found on the import records. All possible error and warning

messages are described at the end of this document.

If any record receives an Error during the import, then all records will not be imported.

The file will remain in the top-level Passport Business Solutions directory. If any record

receives a warning, all records will still be imported.

The records printed on the report are imported exactly as they appear from the import file.

The only exception is that the voucher record is longer than 132 characters, thus a record is

wrapped to a second line.

To view the contents of specific fields in a record, refer to the Voucher record layout from

this manual to see where the field is located in the record.

Voucher Import Report Error Messages

The following are a list of the voucher import error messages with a description of each.

DISTRIBUTION ACCT NOT FOUND IN CROSS REFERENCE

The distribution account on the import distribution was not found in the account cross-

reference file.

VENDOR NOT ON FILE

The vendor on the import voucher was not found in the Passport Business Solutions

vendor file.

VENDOR # IS BLANK

The vendor number on the import voucher is blank

NON-DISCOUNT AMOUNT IS NOT NUMERIC

The non-discount amount on the import voucher is not numeric.

NON-DISCOUNT AMOUNT INCONSISTENT WITH INVOICE AMOUNT

This indicates one of two things based on the invoice amount. If the invoice amount is

greater than zero, then it indicates the non-discount amount is greater than the invoice

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amount. If the invoice amount is less than zero, then it indicates the non-discount amount

is less than the invoice amount or it is greater than zero.

INVOICE NUMBER IS BLANK

The invoice number on the import voucher is blank

INVALID DISTRIBUTION AMOUNT

The distribution amount on the import distribution is either zeros or not numeric.

INVALID DISTRIBUTION DATE

The distribution date on the import voucher is either zeros or not numeric.

INVALID INVOICE DATE

The invoice date on the import voucher is either zeros or not numeric.

INVALID INVOICE AMOUNT

The invoice amount on the import voucher is either zeros or not numeric.

P.O. IS FOR A DIFFERENT VENDOR

This will only occur of you are using the Passport Business Solutions PO module and the

P.O. # on the imported voucher was found the Passport Business Solutions PO file. The

error indicates that the vendor number on the import record does not match the vendor

number for the corresponding Passport Business Solutions PO.

INVC # ON DISTRIBUTION DOES NOT MATCH VOUCHER INVC #

The invoice number on the import distribution record does not match the invoice number

on the corresponding voucher.

DISTRIBUTION WITHOUT VALID VOUCHER

The import distribution record does not have any corresponding voucher record.

UNKNOWN RECORD TYPE

The import record is not a voucher or a distribution.

ERROR WRITING BALANCING DIST. FILE STATUS = ##

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Indicates an I-O error occurred when trying to create a balancing distribution. This error

should never occur, and indicates a severe problem. You should write down the message,

and contact your support rep.

ERROR WRITING NEW AP TRX REC. FILE STATUS = ##

Indicates an I-O error occurred when trying to create the A/P transaction. This error

should never occur, and indicates a severe problem. You should write down the message,

and contact your support rep.

ERROR WRITING NEW AP DISTRIBUTION REC. FILE STATUS = ##

Indicates an I-O error occurred when trying to create an A/P distribution. This error should

never occur, and indicates a severe problem. You should write down the message, and

contact your support rep.

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Voucher Import Report Warning Messages

The following are a list of the import warning messages and a description of each.

VENDOR'S STATUS IS "NO PURCHASES"

The vendor on the imported voucher has a status of “No Purchases”

DISCOUNT AMOUNT AND PERCENT ARE INCONSISTENT

This indicates a problem with either the discount amount and/or the discount percent on

the imported voucher. The three possible problems are:

1. One of the two amounts is zero while the other is not.

2. There is a discount amount and percent, but the non-discount amount is equal to

the invoice amount, thus no discount is allowed.

3. The calculated discount ((invoice amount – non-disc amount) * discount percent) is

not equal to the imported discount amount.

In all three of these situations, the discount amount, discount percent, and discount account

will NOT be imported. They will be set to “None” on the voucher.

DISCOUNT DATE IS LATER THAN DUE DATE

The discount date on the imported voucher is later then the due date. The voucher will be

created with no discount date.

DISCOUNT DATE IS EARLIER THAN INVOICE DATE

The discount date on the imported voucher is earlier than the invoice date. The voucher

will be created with no discount date.

DISCOUNT PERCENT IS NOT NUMERIC

The discount percent on the imported voucher is not numeric. The discount amount,

discount percent, and discount account will NOT be imported. They will be set to “None”

on the voucher.

DISCOUNT AMOUNT IS NOT NUMERIC

The discount amount on the imported voucher is not numeric. The discount amount,

discount percent, and discount account will NOT be imported. They will be set to “None”

on the voucher.

INVOICE # FOUND ON EXISTING VOUCHER FOR VENDOR

This indicates that there is an A/P transaction on file with the same invoice number and

same vendor number found on the import voucher.

INVOICE # FOUND IN VENDOR'S HISTORY

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This indicates that there is an A/P vendor history record on file for the same invoice

number and same vendor number found on the import voucher.

DUE DATE INVALID

Either the due date is not numeric, zeros, or less than the invoice date. In this case, it will

be set to the imported invoice date.

DISCOUNT ACCOUNT NOT FOUND IN CROSS REFERENCE

The discount account on the imported voucher could not be found in the cross-reference

file. The discount amount, discount percent, and discount account will NOT be imported.

They will be set to “None” on the voucher.

DISCOUNT DATE NOT NUMERIC

The discount date on the imported voucher is not numeric. The voucher will be created

with no discount date.

PURCHASE ORDER NOT ON FILE

This warning can only occur when using the PBS Purchase Order module.

The purchase order number on the imported voucher could not be found in the Purchase

Order Header file.

CALCULATED DUE DAYS EXCEEDS 998

When calculating the due days from the due date, the number of days exceeded 998. It

will be set to 999.

CALCULATED DISCOUNT DAYS EXCEEDS 998

When calculating the discount days from the discount date, the number of days exceeded

998. It will be set to 999.

TOTAL DISTRIBUTION AMOUNT NOT = INVC AMT. DISTRIBUTIONS

BROUGHT INTO BALANCE

The total of the imported distributions does not match the invoice amount on the imported

voucher. A distribution will be created to make up the difference. The account number

used will be the vendor’s default distribution account.

A distribution will not be created if a distribution was already imported with the vendors

default distribution account. In this case, the amount in difference will be applied to the

existing distribution.

NO DISTRIBUTIONS FOR VOUCHER! DEFAULT DISTRIBUTION CREATED

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There were no distributions in the import file for the imported voucher. A distribution will

be created using the invoice amount from the imported voucher, and the account number

from the vendor’s default distribution account.

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I n t e r f a c i n g C o u n t e r p o i n t t o P B S G e n e r a l

L e d g e r

OVERVIEW

This document describes how to interface PBS General Ledger to Counterpoint 7. The

interface allows you to import accounting distributions generate from Counterpoint into the

PBS General Ledger Distributions. After the distributions are brought over, you can then

review them, print an edit list, and post.

The interface is implemented using an export from Counterpoint 7 and an import into

Passport Business Solutions.

There are two main steps for setting up the interface. The first step is to setup

Counterpoint 7 for export. The second step is to setup Passport Business Solutions for

import.

Once everything is setup, you will then be able to interface by following two steps. The

first step is running the export in Counterpoint 7, and the second step is running the import

into Passport Business Solutions G/L. The frequency at which you decide to interface

Counterpoint 7 to Passport Business Solutions G/L is up to you. You can do it daily,

weekly, monthly, or whenever you decide.

It is recommended that you read this entire document before following any of the setup

procedures. This will insure that you understand the concepts of what is trying to be

accomplished, and apply this to your own unique situation.

Also be aware that because Counterpoint 7 and Passport Business Solutions are separate

systems, integrity between them needs to be maintained manually by you. This is covered

in the section Ongoing Maintenance.

MULTI-COMPANY INTEGRITY

If you use multiple companies in the Passport Business Solutions and Counterpoint 7, you

need to insure company synchronization when performing these setup procedures, and

when performing the actual interface.

This means making sure that you are logged into the same companies in both Counterpoint

7 and Passport Business Solutions.

COUNTERPOINT CONFIGURATION

This section details the specific steps necessary to setup Counterpoint 7. You do not need

to refer to the Counterpoint 7 manuals for any of these steps. But if you need additional

Counterpoint 7 information, refer to the Counterpoint 7 “Getting Started” document gs.pdf.

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From the Counterpoint menu run:

Setup > System > Accounting Interface

Note: With Counterpoint Version 7.5.5 you will find it on this menu path:

Setup > Accounting > Interface

SCREEN ONE SETUP

Setup your screen the same as the following screen shot, but refer to the following

exceptions:

The only fields that can differ from above screen are “G/L Output file” and “Correction

Account”, both under # 4. (Note: If you are using the A/P interface, field #5 may differ

from the above example)

G/L OUTPUT FILE

The file name used here must be EXDIST??.ASC where ?? is equal to the Passport

Business Solutions company ID that corresponds to the company you are working with in

Counterpoint 7. In our example, the Counterpoint 7 demo company Camptown Hardware

corresponds to the Passport Business Solutions company 00.

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No path is entered in the above example. Thus the file is placed in the top level

Counterpoint 7 directory after running the Counterpoint 7 export. Prior to import into

Passport Business Solutions G/L, it will need to be manually moved to the Passport

Business Solutions G/L data directory for the company you are working with. This is

because the Passport Business Solutions G/L import requires the file to be in that location.

So if the Passport Business Solutions company is ‘00’, then you must put the file in the

directory ‘GL00’.

Entering a path

If there is enough room to enter that path to the Passport Business Solutions G/L Data file

directory, then you can enter it with the file name. This way you will not have to manually

move the file after export.

Some entries that include a path might be (For Passport Business Solutions Company 00):

Using Universal Naming Conventions (UNC’s)

\\Win_2000\PBS\GL00\EXDIST00.ASC

Using a mapped drive letter:

G:\PBS\GL00\EXDIST00.ASC

Be careful when using drive letters because they are mapped to the computer that

is running the Counterpoint 7 software. For example, one computer’s G: drive

can be mapped to a different location than another computer’s G: drive.

Single user running everything on a local drive:

C:\PBS\GL00\EXDIST00.ASC

For information on mounting NFS drives and going from Unix to windows and vice-versa

contact your system administrator. If you enter a specific path, make sure you enter the

correct slashes per the operating system requirement; / for UNIX/Linux and C:\ for

Windows.

CORRECTION ACCOUNT

This field is not needed. You can set the field to ‘none’ or enter any account number to

complete the entry.

It is intended to be used to “Correct” any out-of-balance situation when exporting

distributions. For example, if debits don’t equal credits for the exported distributions, the

account that is entered here would be used to create a balancing distribution.

Instead of using this functionality, we will instead just import the out of balance

distributions into Passport Business Solutions. The correcting entry can then be added

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manually in Passport Business Solutions before posting. This has the built in safeguard

that Passport Business Solutions will not allow posting if the distributions are out of

balance.

USE BATCH HEADERS

**Warning ** Make sure the field “Use batch headers?” is NEVER set to Y. It should

always be N.

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SCREEN TWO SETUP

Now we will move on to the second screen in the Counterpoint 7 setup, “Account number

mapping rules.”

For the interface to Passport Business Solutions G/L, we do not use account mapping.

This Counterpoint 7 screen requires entry of at least one field in order to move on to the

other setup screens, so we will enter something into field number one just to “fake” it out

and get by it.

Thus we will enter the following fields so that we can move on to the next screen:

FIELD 1. PART A

Source Enter ‘M’

Start Position Enter ‘1’

Length Enter ‘1’

Numeric Only? Enter ‘Y’

Prefix Enter spaces

Suffix Enter spaces

End of segment? Enter ‘Y’

Before leaving this screen, you need to write down the length of your Counterpoint 7

account number. To do this, look at the “CP acct-#” field. To calculate the length, start

with the leftmost digit and include the separator character.

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So in the example above, the length of the Counterpoint 7 account number, “5678-321” is

eight.

Now we can move on to the next screen.

SCREEN THREE SETUP

The third screen in the Counterpoint 7 setup is “Output Field Formats”. This screen should

be setup as shown below with no exceptions.

Your fields must match the screen shot exactly. The last screen shot shows the screen with

the optional document number field.

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SCREEN FOUR SETUP

Now you will finish the Counterpoint 7 setup by completing the fourth screen, “G/L

dist

rib

utio

n

out

put

for

mat

”.

Please note that all the fields that are quoted represent literals. To create these fields, you

select Literal from the field type. If the literal is to be blank, just press enter when

prompted for the literal, otherwise type in the literal as shown above.

You need to enter your fields exactly as shown above, and then see if the following

exception applies.

The above example is only valid if the length of your Counterpoint 7 account number

(recorded from the previous setup screen) is eight. If the length is not eight, you need to

make some changes as outlined below. If it is eight you are finished with the Counterpoint

7 setup.

ALTERING THE EXPORT LAYOUT FOR DIFFERENT COUNTERPOINT 7 ACCOUNT

NUMBER LENGTHS:

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The Passport Business Solutions G/L Import expects the account number import field to be

40 characters long. That is why in the above example, which is written for a Counterpoint

7 account with a length of 8, fields three and four “Pad” the Counterpoint 7 account

number with 32 trailing spaces.

You need to adjust this padding to accommodate the difference between the 40 characters

that Passport Business Solutions G/L import expects, and the length of your Counterpoint

7 Account number.

Beware that this setup screen only allows literals to be a maximum of 20 characters in

length.

Some Examples:

 If the length of your Counterpoint 7 account number is 4, then you would change

the length of field four to 16. This is because Counterpoint 7 account length (4) +

field three length (20) + field four length (16) = 40.

Here is a screen shot:

I

f

t

h

e

l

e

n

g

t

h

o

f

y

o

u

r

Counterpoint 7 account number is 18, then you would change field four to 2 because 18 +

20 + 2 = 40. Here is a screen shot:

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In both of these examples note that the length of the Counterpoint 7 account number plus

the lengths in fields three and four always equal 40. This is what you need to accomplish

with your Counterpoint 7 account number.

The document number may also be added. Here is a screen with the document number:

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You have now completed the Counterpoint 7 G/L setup. If you are using the A/P interface,

there will be a couple of A/P setup screens to go through before you return to the

Counterpoint 7 menu.

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P B S G e n e r a l L e d g e r C o n f i g u r a t i o n

The main aspect of setting up Passport Business Solutions General Ledger (G/L) is the

creation of an “account number cross reference” list.

This list is needed to translate Counterpoint 7 account numbers into Passport Business

Solutions account numbers during the import process.

Even if your account numbers in Counterpoint 7 match your Passport Business Solutions

account numbers, you still need this list. This is because the exported Counterpoint 7

account number is formatted prior to export, and does not match the internal representation

of the account number in Passport Business Solutions.

Please refer to the Passport Business Solutions “Account Links” chapter to setup this list.

At the same time, be aware of the following issues as they relate to the steps contained in

the Passport Business Solutions documentation:

Passport Business Solutions Step 1 - Print your external system’s accounts

To do this under Counterpoint 7, run:

Setup > Reports > System > Accounts

Passport Business Solutions Step 3 - Setting up the Passport Business Solutions cross-

reference file.

When entering the external system’s account number, enter the account number as it

appears on the report printed above in step 1. This is the account number that will be

exported during the interface.

EXPORTING GENERAL LEDGER DATA FROM COUNTERPOINT

Exporting is the first step for interfacing Counterpoint 7 to Passport Business Solutions

General Ledger (G/L). After completing this step, you will need to perform the import into

Passport Business Solutions G/L.

These instructions will show you how to run the export in Counterpoint 7, and the settings

you need to use. These instructions must be followed in order to export the distributions in

the correct format for the Passport Business Solutions G/L import. Beyond the described

settings, you should refer to the Counterpoint 7 manuals for detailed information on all the

other settings that are available in the export.

The export (called “Distributions” by Counterpoint 7) is described in chapters 89 and 92 of

the Counterpoint 7 “User Manual” (um.pdf).

To run the export in Counterpoint 7 select:

System > Accounting Interface > Distributions

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In Counterpoint Version 7.5.5 the menu location has changed.

To run the export in Counterpoint 7.5.5 select:

Accounting > General ledger > Distribution report

You will then see the following screen:

SETTINGS REQUIRED FOR PROPER EXPORT

(Note: These are the only required settings. For all other fields, enter settings that will

select the transactions you wish to export.)

Item “6. Report Format” must be set to Detail

Item “11. Interface to G/L” must be set to Yes

After entering Item 11 it is possible to receive the following message:

There are unposted G/L transactions on file.

Are you sure you wish to interface now ?

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This message is a warning that an export file already exists.

Under normal procedures, in which you export from Counterpoint 7 and then immediately

import into Passport Business Solutions G/L, you will never receive this message. This is

because the import into Passport Business Solutions G/L deletes the export file after

importing it.

If for some reason you forget the Passport Business Solutions G/L import step, and then

run this export again, you will receive this message.

If you answer ‘Yes’ to “Are you sure you wish to interface now ?”, the program will

continue and the export records will be APPENDED to the existing export file. This

means you are never at risk to losing an export if you forget to import it into Passport

Business Solutions G/L.

If you answer ‘No’, then it will change the field “11. Interface to G/L?” to ‘No’. If you run

the program with this set to ‘No’, then no export records will be written to the export file.

To summarize, you should never receive this message if you follow the procedure of

exporting from Counterpoint 7 and then immediately importing into Passport Business

Solutions G/L. The warning is illustrated here only to inform you of possible error

conditions.

EXPORTING

After you finish with this screen you will be prompted to enter a printer. The report that is

created by this program is very important. It contains a list of exported distributions,

which should be compared to the Passport Business Solutions G/L distributions after

importing. This will insure that the export and import worked properly.

After you select a printer, the program will print the report and create the export file.

If the export was successful, you will see the message:

Processing complete - press ESC

If you do not see this message, then the export did not work.

IMPORTING INTO PBS GENERAL LEDGER DISTRIBUTIONS

Importing is the second step for interfacing Counterpoint 7 to Passport Business Solutions

General Ledger (G/L) Distributions. You should perform this only after successfully

exporting from Counterpoint 7.

EXPORT FILE LOCATION

The export file that was created in Counterpoint 7 needs to be located in the Passport

Business Solutions G/L data directory for the company you are importing. For example,

for company 00 the file needs to be in the G/L00 directory.

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Please refer to your Counterpoint 7 G/L Export setup to determine the location of the

export file. If the export does not put the file directly into the G/L data directory, then you

will need to manually move it there.

IMPORTANT: If you need to move the file, make sure that you MOVE it and not copy

it. If you copy the file, then the next export will be appended to the current one. Thus the

current distributions will be imported a second time into Passport Business Solutions G/L!

UNIX/LINUX ISSUE

If the file is moved between a Unix/Linux and Windows system or vice versa, you will

need to insure that proper FTP ASCII protocols are followed. This will insure that the

correct CR/LF conversion is performed.

THE PBS DISTRIBUTIONS IMPORT PROCESS

Start the Passport Business Solutions G/L import by running:

GL > Distributions > Get Distributions

Fill in the fields to Get Distributions:

1. Interface with which system?

Enter ‘EX – External Cross-Reference’

This is the Passport Business Solutions import setting.

2. Cutoff date

Warning: Any import transactions that are dated beyond this date will be

dropped from the import. This means they will not be brought into the

G/L Distributions file. Instead, they are written to a file named

EXDIST??.NEW. This file will be located in the G/L data directory for

the Passport Business Solutions company you are working with. For

example, the file for company 00 would be:

(UNX) GL00\EXDIST00.NEW

It is recommended that you enter a date that is later than the latest date in

the transactions that you exported in Counterpoint 7. This way, the

Counterpoint 7 export procedure controls what records are exported

through the ranges you enter there, and the Passport Business Solutions

import will bring them all in without the possibility of losing any.

3. Type of interface

This tells the import how to compress imported transactions. For more

Information on distribution compression, see your Passport Business

Solutions G/L manual (GL_PBS.pdf).

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4. Purge distribution file?

This defaults to <Y> Yes and cannot be changed.

5. Cross-Reference?

This indicates which cross reference list to use when looking up account

numbers during import.

You should enter ‘1’ to use the first list unless you were already using

external cross-references prior to setting up Passport Business Solutions

G/L for interfacing to Counterpoint 7. In this case enter 2 for second.

Here is a sample screen:

After entering all the fields and continuing, you will be asked, “Are you sure?” Answer

yes to begin the import.

After a Successful Import:

You can now browse the distributions that were imported and/or print an edit list.

It is recommended that you compare the imported transactions to the report that was

printed during the Counterpoint 7 export to insure a proper interface occurred.

If the data is OK, now the G/L distributions can be posted.

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DISTRIBUTIONS IMPORT MESSAGES AND ERROR REPORT

EX DISTRIBUTIONS COMPLETE - <ESC> = EXIT

This indicates that the import completed successfully.

EX DISTRIBUTION FILE IS NOT AVAILABLE

This indicates that the Counterpoint 7 export file could not be found. Insure that it is in the

G/L data directory for the company that you are working with.

ERRORS ENCOUNTERED - SEE REPORT FOR DETAILS

This indicates that there is an account number in the file that does not match the Account

Links. Before you get this message, you will be asked to select a printer to print the Ex

Distributions Exception (Get Distributions) Report. Starting at column 4 this report

indicates the account number(s) that do not have a matching number in the Account links.

The import will not take place until the problem has been corrected.

You will have to correct the missing Account Link number. You may first have to enter

the account in the Valid G/L Account file and the Chart of Accounts. Once this has been

done, you can set up the Account Link and import the distribution again.

MULTI-COMPANY INTEGRITY

If you are using multiple companies, it is important to insure that all the steps you perform

in Passport Business Solutions G/L are within the company that corresponds to the

exported company from Counterpoint 7.

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P B S Ac c o u n t L i n k i n g a n d M a i n t e n a n c e

This chapter is an addendum to the current Passport Business Solutions documentation

regarding the Account links cross-references. It covers documentation for a new feature

added to the “Account Links” entry screen.

Although this document was written to support the A/P Voucher Import, and the interface

of Counterpoint 7 to A/P and G/L, it is generic information, and is written as such. The

documentation for A/P Import and the instructions for interfacing Counterpoint to G/L and

A/P both refer to this data in this chapter.

CROSS REFERENCE LIST

Passport Business Solutions allows two external cross-reference lists. If you are currently

using one of them, please use the other when following the procedures below. If you are

currently using both, then you will not be able to use the Counterpoint to Passport Business

Solutions interface.

The following steps outline how to manually set up the cross-reference list.

Note: If your account structure and content is the same in the external system and Passport

Business Solutions, you may be able to use the automated list setup procedure outline

below in Automated cross-reference creation

Step 1 - Print out your external system’s accounts listing

Step 2 - Enable the PBS cross-reference file:

Run Passport Business Solutions company maintenance:

CTL > Company Information

On the first screen, set field, “10. Use cross-reference file?” to Yes.

Step 3 - Setting up the PBS cross-reference file.

Run Passport Business Solutions account links maintenance:

CTL > Account Links > Enter

For every account that is in the external system’s accounts list:

Enter the corresponding Passport Business Solutions account into field 1.

Into field #5, enter the external system’s account number in the same

format that matches the external system export.

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You can leave field # 6 blank.

(Note: If you are setting up the second cross reference list, then use fields 7 and 8 instead)

Here is a simple example:

As you can see, the cross-reference list can be very powerful if you have completely

different account structures and/or values between an external system and Passport

Business Solutions. On the other hand, it is very tedious if you have the same structure

and values in the external system and your Passport Business Solutions system. To relieve

this tedium there is the Automated Cross-Reference Creation.

AUTOMATED CROSS-REFERENCE CREATION

To ease the creation of the cross-reference list, we have created an automated process.

You can use this process if your Passport Business Solutions account numbers are the

same in structure and content to your external account numbers.

To clarify further, you should only use this if all or most of your account numbers in

Passport Business Solutions “Look” the same as the account numbers exported from the

external system. For example, if the exported account number from the external system is:

1000-000

The corresponding Passport Business Solutions account number “looks” like:

1000-000

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After that you can use this process.

The process creates the cross-reference list automatically from your Chart of Accounts file

by using the formatted Passport Business Solutions account number (the one you see on

reports and on the screen) for the external cross-reference account number. (Note: For

users without G/L, the list will be created from the Valid G/L file).

The reason the word “Looks” is quoted above is to indicate how this list works and why it

is needed. Passport Business Solutions stores your accounts in a much different format

than the way they are displayed and printed. For example, when you see on a report or the

screen a Passport Business Solutions account like:

1000-100

It is really stored internally as:

0000000000000000100000001000000

Thus when attempting to directly lookup the external account 1000-100 in the Passport

Business Solutions account file, a match will not be found!

Thus a cross-reference is needed to map the external account number, 1000-100 to the

internal Passport Business Solutions account 0000000000000000100000001000000.

When you enter this mapping on the cross-reference screen, on the screen it appears you

are mapping 1000-100 to 1000-100, but it is really mapping the external account it to the

internal Passport Business Solutions representation.

The automated cross-reference creation saves you the time of having to enter these

manually when your Passport Business Solutions account display structure and content

matches the external exported account.

To use this function follow these steps:

Run Passport Business Solutions account links maintenance:

CTL > Account Links > Enter

At field # 1 press <F5> for “Auto Create External Lists”

Answer ‘Yes’ to “Do you wish to continue?”.

Enter ‘1’ to select creation of the first list.

Answer ‘Yes’ to “Do you wish to continue”

The function will now create your cross-reference list.

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ACCOUNT NUMBER SYNCHRONIZATION

Any Valid G/L Account or General Ledger Chart of Accounts added to Passport Business

Solutions will need to be added to Counterpoint 7 or vice versa. You can enter these

manually. In addition, you will need to update the Account links cross-reference in

Passport Business Solutions.

If the account numbers are the same in both systems, you can use the accounts file

interface utility to keep the Valid G/L accounts and Counterpoint 7 accounts in sync. In

Passport Business Solutions you will still need to update the Account links cross-

references and Chart of Accounts if you use this method. To create the General Ledger

Chart of Accounts, you can enter them manually or use the ‘Set up chart of accounts’

utility.

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U t i l i t i e s

There are two utilities provided with Passport Business Solutions that will convert the

Counterpoint Vendors and Accounts export files to and from the Passport Business

Solutions Vendor and Valid G/L Account files.

Note: The Data Import module provides a great deal more flexibility than these utilities for

moving any external data into PBS.

These utilities provide a means to enter the data into either Passport Business Solutions or

Counterpoint and then transfer it to the other. Therefore the data can go in either direction.

This is especially useful when you are implementing a new installation and the Vendor or

Account data has been already entered in either Passport Business Solutions or

Counterpoint and you would like to transfer this data to the other system, thus saving data

entry time.

When the systems are both active and running, the best way to update changes to these

files is to input the data manually. If this is not practical or the Vendor or Account data

has changed significantly, you can use these utilities to ‘refresh’ the data in either system.

Note: If you plan on doing this, there would need to be some strict controls put into place

so that the data remains true.

For exporting and restoring in Counterpoint 7, you will need to use the standard

Counterpoint 7 file utilities.

You must be a Passport Business Solutions administrative user to run these utilities.

LOCATION OF EXPORT/IMPORT FILES

The default location where the Counterpoint utilities place the export files is in

Syn\<company>\exports with SYN being the top-level directory. Passport Business

Solutions normally places the export files in the top-level directory but with Counterpoint

7 it is done differently. Counterpoint does not have the company number as part of the

export file name like PBS so the same export file name is used for all companies.

Therefore the data from one company must be exported to a different directory than

another company or the data will be overwritten each time. The default location for the

Counterpoint 7 export files can be changed in the Counterpoint 7 Company information,

but this documentation assumes that you have not done this.

For Passport Business Solutions Windows, you can use the File export and File import

windows and navigate to the location.

For Passport Business Solutions UNIX or Linux, because there can be multiple companies

in Counterpoint and corresponding companies in Passport Business Solutions, under the

top-level Passport Business Solutions directory, to keep the data separated by company the

Counterpoint formatted export data files go in unique directories. For example with

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company 00, you will need to create a directory in the top-level Passport Business

Solutions area called CPT00 and Passport Business Solutions will export and import the

files to and from this directory. You will need to create additional directories for each

company with the company number as the variable. Examples: Passport Business

Solutions Company 01 = CPT01, Passport Business Solutions Company PS = CPTPS and

so on.

VENDOR DATA INTERFACE

The Passport Business Solutions utility export and import vendor data format is the same

as the Counterpoint 7 Vendor export format. Because of this, you can use the standard

Counterpoint 7 file utilities when transferring data between Counterpoint 7 and Passport

Business Solutions.

The field sizes between both systems are different in most cases. Therefore for this data

transfer to work you will have to limit the size of the input data on certain fields or you

must allow these fields to be truncated during the transfer. With the exception of the

Address and City fields, all the Passport Business Solutions fields are shorter than the

fields in Counterpoint. Therefore when initially setting up both systems you may encounter

fewer errors when you input the data in Passport Business Solutions and then transfer it to

Counterpoint.

The Vendor number must be a unique field in both Passport Business Solutions and

Counterpoint 7.

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Counterpoint 7 A/P Vendor number field becomes PBS Vendor number

With the Counterpoint 7 A/P Vendor number field, you must enter only 6

characters in this field and it must be a unique number for each vendor. It can be

the same as the Counterpoint 7 Vendor number as long as it is only 6 characters in

length. When importing the file exported out of Counterpoint 7, this field will

become the Passport Business Solutions Vendor number.

PBS Reference number field becomes Counterpoint 7 Vendor number

In the case of the Passport Business Solutions Reference number, this must also

be unique for each Passport Business Solutions vendor and must be no longer that

12 characters. This field becomes the Vendor number in Counterpoint 7. If the

vendor numbers are the same in both systems, then it can only be 6 characters in

length because that is the maximum size of the Passport Business Solutions

vendor number.

There is an option on the export from PBS to use the PBS Vendor number instead

of the Reference number field. This will only work if the Vendor numbers are the

same in both systems. Then Vendor numbers do not have to be keyed into the

reference field and there is no doubt that the number is unique.

The table below shows data about the field size and the default file values.

Field

PBS input field

sizes

Counterpoint

input field sizes

Default import value

into PBS when the

record does not exist.

Vender number

6

12

None – unique with

each record

A/P Vend # (in

Counterpoint 7 only)

N/A

30

This field gets imported

into PBS Vendor

number and must be

unique in Counterpoint

7 for every Vendor.

Reference number (in

PBS only)

15

12

This field corresponds

to the Counterpoint 7

Vendor number field

and must be unique for

every Vendor. (You can

leave this field blank if

you export from PBS

and choose the option of

using the PBS Vendor

number.)

Vendor name

25

None – varies with file

Vendor name format

flag

1

C = Company

Get’s 1099 flag?

1

N/A

N = No

Address 1

30

25

None – varies with file

Address 2

30

25

None – varies with file

City

16

15

None – varies with file

State

2

None – varies with file

Zip

10

None – varies with file

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Country

3

15

None – varies with file

Contact 1

15

25

None – varies with file

Contact 2

15

25

None – varies with file

Phone 1

12

20

None – varies with file

Phone 2

12

20

None – varies with file

Fax 1/Fax number

12

20

None – varies with file

Terms description

15

25

None – varies with file

Vendor type

3

5

None – varies with file

Email 1

25

50

None – varies with file

Category (in PBS) –

Vendor type (in

Counterpoint 7)

3

5

None – varies with file

A/P Sync?

N/A

1

None – not available

Comments 1

N/A

25

None – not available

Comments 2

N/A

25

None – not available

Comments 3

N/A

25

None – not available

Payment group

3

N/A

Default entered value

Terms type

1

N/A

Default entered value

Due days

3

N/A

Default entered value

Discount percent

5

N/A

Default entered value

Discount days

3

N/A

Default entered value

Cutoff days

2

N/A

Default entered value

Vendor status code

1

N/A

Default entered value

Fax 2

12

N/A

Blank

Email 2

25

N/A

Blank

1099 ID #

9

N/A

Blank

A/P account #

32

N/A

A/P Control information

Discount account #

32

N/A

A/P Control information

Default distribution acct

#

32

N/A

A/P Control information

Current balance

N/A

0

Purchases PTD YTD &

Last year

N/A

0

Discounts PTD YTD &

Last year

N/A

0

Payments PTD YTD &

Last year

N/A

0

Last Purchase date

N/A

00/00/00

1099 YTD

N/A

0

1099 amount next year

N/A

0

Last check #

N/A

0

Last check date

N/A

00/00/00

Last check amt

N/A

0

During the import into Passport Business Solutions, if the vendor number exists in

Passport Business Solutions, then the only the fields on the file will be updated.

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TRANSFERRING VENDOR DATA FROM COUNTERPOINT 7 TO PBS

You will first export the vendor data from Counterpoint 7 and the import the data into

Passport Business Solutions. The following are the steps for transferring vendor data from

Counterpoint 7 to Passport Business Solutions.

RUNNING THE COUNTERPOINT 7 VENDOR EXPORT

1. From the Counterpoint menu select

File utilities > Inventory

2. You will be at the Inventory file utilities selection screen. Select 2. Export a file and

then select 29. Vendor file.

3. You will be prompted to create a new or append and existing file. Select ‘Create new

export file’.

4. You will then be prompted for a starting and ending file key. You can select all records,

a range of records or an individual record.

The name of the file is “IMVENF.EXP”.

The Counterpoint utilities place the export file in Syn\<CompanyName>\exports. The

company name is a variable. Syn is the default top-level directory when installing

Counterpoint 7, but may be different in some cases.

In UNIX and Linux you must copy or move the file to the directory CPTXX that must be

located in the top-level Passport Business Solutions directory, with XX being the company

number that you will be importing into Passport Business Solutions. If you have not done

so, you must create this directory before you copy the file.

The next step is to import the file into Passport Business Solutions.

Import defaults

The import will create new records when they do not exist. When they do exist, then

certain fields will be updated. The Passport Business Solutions Vendor file has more fields

than will be in the Counterpoint Vendor export file. During the import of the Counterpoint

7 Vendor file into Passport Business Solutions the fields that are not in the Counterpoint

file will be given defaults or in some cases a value of ‘0’.

The account number defaults come from the Accounts Payable Control information.

For some fields you can set a value when doing the import.

RUNNING THE IMPORT INTO PASSPORT BUSINESS SOLUTIONS

We recommend that you have a current backup of Passport Business Solutions before you

run any import into Passport Business Solutions.

As stated earlier in this document, when importing the Passport Business Solutions

Vendor number comes from the Counterpoint 7 A/P Vendor number field and must be no

longer than 6 characters. If it is neither is true, you will be given some options.

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 If the A/P Vendor number is missing you will be given the option to use the

Counterpoint 7 Vendor number, key in a vendor number manually or use the

Counterpoint 7 Vendor number for all records. You can only do this if you plan on

having the vendor number be the same for both systems.

 If the A/P vendor number is too long you will be given the option to use the

Counterpoint 7 Vendor number, key in a vendor number manually, truncate the

vendor number, or truncate all vendor numbers.

The Counterpoint 7 A/P Vendor number field must be unique for each record. The import

program does NOT check for this. If there are duplicate numbers, then some data will be

lost or incorrect.

The following are the steps for importing Counterpoint 7 vendors into PBS.

1. To run the utility in the Passport Business Solutions top-level directory type:

cpvenutil

Select the <Enter> key.

2. Enter user ID and then <Enter>. If you are using multiple companies in Passport Business

Solutions, you will first be prompted for the company number. Enter the company

number and then user ID.

3. Then you will be given the option to mport or <E>xport a file. Select and then the

<Enter> key.

4. The Default Values screen, similar to the following, will display.

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Here you enter the default values for certain fields as discussed in the “Import Defaults”

section earlier in this chapter. The field “Terms type” requires a value. For the other fields

you can either enter a value or leave them blank. Every Vendor imported will have these

values.

5. From ‘Field number to change ?’ enter the default values as needed and select the

<Enter> key.

6. In Windows an import dialog box will display, like the one below, and you have the

option of navigating to and selecting the file.

In UNIX or Linux the file will start importing.

7. In Windows, once you have found IMVENF.EXP file click on the Open button. Click

on Cancel if you decide not to import the file.

8. During the import, if any vendor numbers are invalid, you will be prompted with options

for correcting them.

9. Next a screen will display that indicates the number of records updated and the number of

records added.

This completes the transfer of Vendor data from Counterpoint 7 to Passport Business

Solutions. You can now view and change the defaulted fields as necessary in Passport

Business Solutions A/P Vendors <Enter>.

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TRANSFERRING VENDOR DATA FROM PBS TO COUNTERPOINT 7

You will first export the vendor data from Passport Business Solutions and then import

(restore) the data into Counterpoint 7. The following are the steps for transferring vendor

data from Passport Business Solutions to Counterpoint 7.

We recommend that you have a current backup of your Counterpoint 7 system, in

particular the vendor file, before you run this import into Counterpoint 7.

RUNNING THE EXPORT FROM PASSPORT BUSINESS SOLUTIONS

1. To run the utility in the Passport Business Solutions top-level directory type:

cpvenutil

Select the <Enter> key.

2. Enter user ID and then <Enter>. If you are using multiple companies in Passport Business

Solutions, you will first be prompted for the company number.

3. Then you will be given the option to mport or <E>xport a file. Select <E> and then

the <Enter> key.

4. You will be given the option to use the A/P Vendor number instead of the using the

Reference number field. Select the appropriate option.

If the Vendor numbers in Counterpoint 7 are the same as the Vendor numbers in PBS,

then select the option to make the numbers the same.

5. In Windows you will then be see a file export windows like below. Navigate to the

directory where you can import the file into Counterpoint 7 and click on Save. If there is

an existing IMVENF.EXP file, when you click on Save there is a warning message about

overwriting the file. Click on the Cancel or select <Esc> if you want to exit without

saving the file.

In UNIX the export file will be located in CPTXX under the top-level Passport Business

Solutions directory with xx being the company number. You will have to move the file to a

location where it can be imported into Counterpoint 7.

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RUNNING THE COUNTERPOINT 7 VENDOR IMPORT

** IF YOU HAVE EXISTING VENDOR DATA IN Counterpoint 7 **

BACK UP THIS DATA BEFORE YOU RUN THIS IMPORT!

Printing the Vendor report in Counterpoint 7 before the import can be very useful.

You can then run the Counterpoint 7 Vendor report again after the import to

compare the differences and verify that the data is what you expect.

1. From the Counterpoint menu select

File utilities > Inventory

2. You will be at the Inventory file utilities selection screen. Select 3. Restore from an

export file and then select 29. Vendor file.

3. You will be prompted to “Create new file” or “Add records to existing file” or “Replace

records in an existing file”.

“Create new file” will overwrite everything in the file. “Add records” will just add

accounts that are not in the file. The “Replace records” will add new records that are not

there and update the data on existing account records. If the Counterpoint 7 account file

is empty, you will want to create a new file. If you have existing records, consult with

your Counterpoint 7 support/administrator on which option you should use. There is also

some additional information in the Counterpoint 7 document called FileUtilities.pdf.

4. Review the Vendors in Counterpoint 7 and/or run the vendor report to verify that the

data is what you expect.

You are now finished with the process of transferring vendor data from Passport Business

Solutions to Counterpoint 7.

VALID G/L ACCOUNTS DATA INTERFACE

If you are using the same account structure and numbers in both systems, then you can

use the accounts import and export to reduce the data entry for either system. If you are

not using the same structure or the numbers do not match then DO NOT use this utility.

This utility does NOT import into the General Ledger Chart of Accounts or create entries

in the Account links cross-references. These entries will still need to be created.

TRANSFERRING ACCOUNT DATA FROM COUNTERPOINT 7 TO PBS

You will first export the account data from Counterpoint 7 and the import the data into

Passport Business Solutions. The following are the steps for transferring account data

from Counterpoint 7 to Passport Business Solutions.

Running the Counterpoint 7 Accounts Export

1. From the Counterpoint menu select

File utilities > System

2. You will be at the System file utilities selection screen. Select 2. Export a file and then

select 1. Account file.

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3. You will be prompted to create a new or append and existing file. Select Create new

export file.

4. You will then be prompted for a starting and ending file key. You can select all records,

a range of records or an individual record.

The name of the file is “SYACTF.EXP”.

By default the Counterpoint utilities place the export file in

Syn\<CompanyName>\exports. The company name is a variable. Syn is the default top-

level directory when installing Counterpoint 7, but may be different in some cases.

In UNIX and Linux you must copy or move the file to the directory CPTXX in the top-

level Passport Business Solutions directory, with XX being the company number that you

will be importing into Passport Business Solutions. If you have not done so, you must

create this directory before you copy the file.

The next step is to import the file into Passport Business Solutions.

Running the import into Passport Business Solutions

We recommend that you have a current backup of Passport Business Solutions before you

do an import into Passport Business Solutions.

1. To run the utility in the Passport Business Solutions top-level directory type:

cpactutil

Select the <Enter> key.

2. Enter user ID and then <Enter>. If you are using multiple companies in Passport Business

Solutions, you will first be prompted for the company number. Enter the company

number and then user ID.

3. Then you will be given the option to mport or <E>xport a file. Select and then the

<Enter> key.

4. In Windows an import dialog box will display and you have the option of navigating to

and selecting the file. In UNIX or Linux the file will start importing.

5. In Windows, once you have found SYACTF.EXP file click on the Open button or click

on Cancel if you decide not to import the file.

6. Next a screen will display that indicates the number of records updated and the number of

records added.

This completes the transfer of Account data from Counterpoint 7 to Passport Business

Solutions. You can now view and change as needed the Passport Business Solutions Valid

G/L Accounts.

TRANSFERRING ACCOUNT DATA FROM PBS TO COUNTERPOINT 7

You will first export the account data from Passport Business Solutions and then import

(restore) the data into Counterpoint 7. The following are the steps for transferring accounts

from Passport Business Solutions to Counterpoint 7.

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Running the export from Passport Business Solutions

We recommend that you have a current backup your Counterpoint 7 system before you do

an import into Counterpoint 7.

1. To run the utility in the Passport Business Solutions top-level directory type:

cpactutil

Select the <Enter> key.

2. Enter user ID and then <Enter>. If you are using multiple companies in Passport Business

Solutions, you will first be prompted for the company number.

3. Then you will be given the option to mport or <E>xport a file. Select <E> and then

the <Enter> key.

4. In Windows you will then be see a file export window like below.

Navigate to the directory where you can import the file into Counterpoint 7 and click on

Save. If there is an existing SYACTF.EXP file a warning will appear when you attempt

to over overwrite this file. Click on the Cancel or select <Esc> if you want to exit

without saving the file. You must save it with the name SYACTF.EXP.

In UNIX the export file will be located in CPTXX under the top-level Passport Business

Solutions directory with xx being the company number. You will need to move the file

to the correct Counterpoint 7 directory before restoring the file in Counterpoint 7. For

more information where to put the file read the section Location of Export/Import File

earlier in this chapter.

5. Now you are ready to import the file into Counterpoint 7.

Running the Counterpoint 7 Accounts Import

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** IF YOU HAVE EXISTING ACCOUNTS DATA IN Counterpoint 7 **

BACK UP THIS DATA BEFORE YOU DO THIS IMPORT!

Printing the Accounts report in Counterpoint 7 before the import can be very

useful. You can then run the Counterpoint 7 Accounts report again after the

import to compare the differences and verify that the data is OK.

The following are the steps for importing the accounts data:

1. From the Counterpoint menu select

File utilities > System

2. You will be at the System file utilities selection screen. Select 3. Restore from an export

file and then select 1. Account file.

3. You will be prompted to “Create new file”, “Add records” or “Replace records in an

existing file”.

“Create new file” will overwrite everything in the file. “Add records” will just add

accounts that are not in the file. The “Replace records” will add new records that are not

there and update the data on existing account records. If the Counterpoint 7 account file

is empty, you will want to create a new file. If you have existing records, consult with

your Counterpoint 7 support/administrator on which option you should use. There is also

some additional information in the Counterpoint 7 document called FileUtilities.pdf.

4. Review the Accounts in Counterpoint 7 and/or run the account report to verify that the

data is what you expect.

5. You are now finished with the process of transferring Account data from Passport

Business Solutions to Counterpoint 7.

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P a s s p o r t B u s i n e s s S o l u t i o n s I n t e r f a c e

Te c h n i c a l D a t a

Most of this document was written specifically for exporting from Counterpoint into and

importing into Passport Business Solutions. The import program in Passport Business

Solutions can be used to import data from other accounting and purchasing systems. This

chapter provides the technical data to create the export file needed for import into Passport

Business Solutions.

THE VOUCHER IMPORT FILE

The import file is a fixed-field-length ASCII import. The records can be variable length

(meaning trailing spaces are not required) but the records cannot exceed 213 characters.

The file can contain two types of records, vouchers and distributions. These two record

types are organized with a voucher record first, then the distributions for that voucher

following it. You can have up to 999999 distributions for each voucher. It is also

permitted to have a voucher without any distributions. (Please refer to the "Import

Process" section on page 44 for more information on this). A logical example of the file

would be:

Voucher record for invoice 123

Distribution record for invoice 123 for account 1000

Distribution record for invoice 123 for account 2000

Distribution record for invoice 123 for account 3000

Voucher record for invoice 334

Distribution record for invoice 334 for account 1000

Voucher record for invoice 556

Distribution record for invoice 556 for account 1000

Voucher record for invoice 883

Voucher record for invoice 99913

Voucher record for invoice ABC123

Distribution record for invoice ABC123 to account 1000

END-OF-FILE

VOUCHER RECORD LAYOUT

POSITION

LENGTH

DESCRIPTION

1

8

Literal <*VCHR*>

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9

6

Vendor number

15

25

Not used

40

11

Discount Amount

51

8

Discount Date

59

7

Not used

66

5

Discount percent

71

8

Distribution Date

79

8

Due Date

87

12

Invoice Amount

99

8

Invoice Date

107

15

Invoice Number

122

12

Non-discount amount

134

15

Purchase order number

149

25

Reference

174

40

Discount account

VOUCHER FIELD FORMATTING

LITERAL <*VCHR*> - The first eight characters of the voucher record must

contain <*VCHR*>

DISCOUNT AMOUNT – Eight-digit whole number with two decimal digits and

a trailing sign. The decimal point is implied. Examples:

400.10 should be formatted as 0000040010+

-400.10 should be formatted as 0000040010-

0 should be formatted as 0000000000+

INVOICE AMOUNT – Nine-digit whole number with two decimal digits and a

trailing sign. The decimal point is implied. Examples:

400.10 should be formatted as 00000040010+

-400.10 should be formatted as 00000040010-

0 should be formatted as 00000000000+

NON-DISCOUNT AMOUNT – Nine-digit whole number with two decimal digits

and a trailing sign. The decimal point is implied. Examples:

400.10 should be formatted as 00000040010+

-400.10 should be formatted as 00000040010-

0 should be formatted as 00000000000+

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VENDOR NUMBER –

Numeric vendor number:

Can be in alphanumeric format with trailing blanks as in: (b =

blank)

100bbb

2000bb

Or numeric format with leading zeros as in:

000100

002000

Alphanumeric vendor number:

Needs to be left justified with trailing spaces. For example: (b =

blank)

ABC should be formatted as ABCbbb

A1 should be formatted as A1bbbb

ALL DATE FIELDS - Need to be in YYYYMMDD format. Thus, July 4, 2001

needs to be formatted as:

20010704

DISCOUNT PERCENT – Two digit whole number with two decimal digits and a

trailing sign. The decimal point is implied. Examples:

10.20 should be formatted as 1020+

0 should be formatted as 0000+

INVOICE NUMBER – No formatting required. Imported as is.

PURCHASE ORDER NUMBER –

Numeric P.O. number:

Can be in alphanumeric format with trailing blanks as in: (b =

blank)

100bbbbbbbbbbbb

2000bbbbbbbbbbb

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Or in numeric format with leading zeros as in:

000000000000100

000000000002000

Alphanumeric P.O. number:

Needs to be left justified with trailing spaces. For example: (b =

blank)

ABC should be formatted as ABCbbbbbbbbbbbb

A1 should be formatted as A1bbbbbbbbbbbbb

DISCOUNT ACCOUNT – No formatting required. Imported as is.

REFERENCE – No formatting required. Imported as is.

VOUCHER FIELD DEPENDENCIES AND REQUIREMENTS

REQUIRED FIELDS

These fields are required when importing vouchers. Without any one of these

fields in the file, the Passport Business Solutions import will not work.

Field

Requirement

Literal

Must be <*VCHR*>

Vendor Number

Must be a valid PBS vendor

Distribution Date

Must be non zero

Invoice Amount

Must be non zero

Invoice Date

Must be non zero

Invoice Number

Cannot be blank

OPTIONAL FIELDS

These fields are optional. The table below shows what they should contain when

they are not used.

Field

Value when not used

Non-discount amount

Zero

Discount Date

Zero

Discount Amount

Zero

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Discount Date

Zero

Discount account

Spaces

Due Date

Zero

Discount percent

Zero

Purchase order number

Spaces

Reference

Spaces

Discount account

Spaces

Additional information:

The Due Date cannot be less than the invoice date. If so it will be set to the invoice date.

The Discount date cannot be less than the invoice date, or greater than the due date. If so it

will be set to zeros.

The Discount amount and discount percent must be used together. Thus one cannot be

zeros while the other holds a value.

The Discount account is only used if there is a discount percent and discount amount. The

imported account will be looked up in the account cross-reference file. If not found, it will

be set to spaces, and the discount amount and discount percent will be set to zeros.

DISTRIBUTION RECORD LAYOUT

This is the layout of the distributions for the voucher import.

Position

Length

Description

1

8

Literal <*DIST*>

9

12

Distribution Amount

21

15

Invoice number

36

40

Distribution Account

DISTRIBUTION FIELD FORMATTING

LITERAL <*DIST*> - The first eight characters of the distribution record must contain

<*DIST*>

DISTRIBUTION AMOUNT – Nine-digit whole number with two decimal digits and a

trailing sign. The decimal point is implied. Examples:

400.10 should be formatted as 00000040010+

-400.10 should be formatted as 00000040010-

0 should be formatted as 00000000000+

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INVOICE NUMBER – No formatting required. Imported as is.

DISTRIBUTION ACCOUNT – No formatting required. Imported as is.

DISTRIBUTION FIELD DEPENDENCIES AND REQUIREMENTS.

The distribution record as a whole is optional. If used, all fields are required.

INVOICE NUMBER – Must match the invoice number on the voucher that the

distribution follows in the import file. This is used as a safeguard to insure proper

matching of distributions to vouchers.

DISTRIBUTION ACCOUNT – The account must be found in the account cross-

reference file.

VOUCHER IMPORT LOGIC

This section covers special logic used to create Passport Business Solutions A/P vouchers

from the import voucher records.

The following Passport Business Solutions A/P voucher fields are loaded as follows.

VOUCHER NUMBER

This is assigned using the next available voucher number. It works the same way

as if you entered the voucher manually.

VOUCHER TYPE

When importing the voucher type will be set to ‘Regular’.

“RPT ON 1099?”

This is set to “Y” if the vendor has a 1099 ID # setup in the PBS vendor file.

DISCOUNT DAY(S)

The discount day(s) is calculated using the imported invoice date, the imported

discount date, and the vendor’s PBS Terms type. If you choose to use the Vendor

terms, then the discount days from the PBS Vendor file is used.

DUE DAY(S)

The due days(s) are calculated using the imported invoice date, the imported due

date, and the vendor’s PBS Terms type.

IMPORTING DISTRIBUTIONS

This section covers special logic used to create Passport Business Solutions A/P

distributions from the import distributions records.

The distributions created will always be in balance with the voucher invoice amount. To

do this, the program will create a distribution under the following conditions:

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NO DISTRIBUTION RECORDS

This occurs when there are no distribution records for a voucher. It will cause a

distribution to be created for the complete voucher invoice amount. The distribution

will use the account number from the Vendor’s “default distribution account number”

field.

TOTAL DISTRIBUTION AMOUNT DOES NOT EQUAL INVOICE AMOUNT

This occurs when the accumulated total of the distributions imported does not equal the

invoice amount. This will cause a distribution to be created that contains an amount

equal to the difference. The distribution will use the account number from the Vendor’s

“default distribution account number” field.

As distributions are created, the program will first check to see if it has already created a

distribution for the same account number. If so, the amount of the distribution will be

added to the existing distribution. Thus if you have a record sequence like this:

Voucher for invoice ABC – Invoice amount = $200

Distribution to invoice ABC, Account 1000, amount $150

Distribution to invoice ABC, Account 1000, amount $50

Only one distribution will be created using account 1000 and an amount of $200.

GENERAL LEDGER DISTRIBUTION IMPORT RECORD LAYOUT

This is the import layout to G/L distributions when using an external cross reference file.

POSITION

LENGTH

DESCRIPTION

1

3

Literal <SYN> (User ID)

4

40

External account number

44

8

Distribution date

52

6

Distribution journal number

58

1

Cost correction flag

59

6

Sequence number

65

15

Distribution amount

80

10

Source

90

25

Reference

115

15

Document number

EXDIST fields to import into GL distributions:

EX-DIST-ACCT-NO is used to look at the 1

st

or 2

nd

reference in the GL Account Link file

(EGLFIL) to get the new account number to create the distributions. Thus EX-DIST-ACCT-NO

is the cross-reference (1

st

or 2

nd

) between the external account number and PBS account #.

EX-DIST-DAT is the distribution date and is compared to the Cut-off date to decide whether a

distribution should be imported.

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EX-DIST-JRNL-NO is the journal number. This value will not be used when the chart of

account is set to compress.

EX-DIST-AMT is the distribution amount.

EX-DIST-SRC is the distribution source and will be set to “EX” if not loaded.

EX-DIST-CORR-FLG is the correction flag.

EX-DIST-SEQ-NO This field is not used during the import.

EX-DIST-REF and EX-DIST-DOC-NO are the reference and document number respectively for

account numbers with a compression code of “N.”.

For account with “D”ate compression, the reference is set "Net change for date/jrnl" and the

document number is cleared.

For account with “P”eriod compression, the reference is set " Net change for the period" and the

document number is cleared.

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K e y Te r m s

ACCOUNTS PAYABLE (A/P)

Accounts Payable is an accounting module in Passport Business Solutions and will often be

abbreviated as A/P.

COUNTERPOINT

Counterpoint is a product of Synchronics, Inc. of Memphis, TN. Counterpoint 7 may no longer be

supported by any company. Check with NCR.

EXPORT/IMPORT

To simplify this document, the word “Export” has been substituted for the Counterpoint 7 term

“Voucher receiving”. In Counterpoint 7, the term “Voucher Receiving” is used to cover the

process of selecting a Purchase Order for vouchering, selecting the receivers to voucher, entering

payment information, entering the distributions, and then exporting the voucher and distributions.

Since all of these steps are needed to produce an export record set, they will be referred to as

“Exporting”. This will become clearer as you further understand the Counterpoint 7 process.

Import is simply transferring data from a properly formatted text file into Passport Business

Solutions.

GENERAL LEDGER (GL)

General Ledger is an accounting module in Passport Business Solutions and will often be

abbreviated as G/L.

PASSPORT BUSINESS SOLUTIONS

In this document, Passport Business Solutions™ Accounting and Business Software may be

abbreviated as PBS. Passport Business Solutions (original name was RW32) is a version of the

RealWorld Classic Version 8.6 enhanced by Passport Software, Inc.