Originally written by John Hardwick, last updated Oct 24, 2023, on the Swan Retail knowledge base (FRS).
Based on SwanFRS release version 1206
Overview
This document provides an overview of the data flow from SwanFRS to CSF.This is not a full accounts integration but a series of specific link points which send data, via a flat file export, to the designated output folder which can then be used as an import into CSF.
Configuration
To configure SwanFRS to send data to CSF, one of the MISC export fields needs configuring. This is a task Swan must complete and therefore if planning to use the CSF data flow, please raise a support ticket requesting your system be configured for CSF integration.
As part of this process, Swan will need to how frequently and time this process is to operate. For example, daily at 10pm or every weekday on the hour.
It is possible to run the export manually where required however data is only exported once therefore running manually before an automated run may result in an empty automated output file.
For hosted customers, the typical output folder is the Tmp/Out folder on the file share.
For locally configured systems, the folder must be a folder visible to SwanFRS and the CSF system.
The desired output folder forms part of the Swan configuration process and is not user amendable.
Application Parameters
Menu Location: System Admin > Admin > Set Up Application Parameters
The following parameters need configuring prior to processing data.
|
ACCOUNTS_IFC |
Ensure this is set to RMS. |
|
ACCOUNTS_MISC_EXPORT_X (X in the range 1 to 5) |
Once your system has been configured to send data to CSF, The implementation team will set one of these miscellaneous export field settings. The name of the field becomes the name of the export button as seen within the Accounts Interface process. Please feel free to change narrative to suit. |
Having completed the change, ensure the UPDATE option is chosen to register the changes.
The process requires the correct configuration of accounts integration, and therefore it is strongly advised that the Accounts Interface guide is read and implemented before transactional processes begin.
File Structure
When generating an output file, SwanFRS will use the designated export folder and create data files with the following name. BTAIntegrationWithCSF_YYYYMMDDhhmmss.csv
where YYYY is the 4 digit year number, MM numerical month of the year, DD day of the month, hh is the 24hr format hour of generation, mm minutes and ss second.
This combination forms the date and time stamp, effectively making the output file unique.
There are no ‘housekeeping’ routines within SwanFRS - files should be moved or purged as desired post-processing.
File Content
The following table details the content of the output file as generated by SwanFRS.
The file will contain a header row containing the Column Type descriptions.
|
Column Type |
Details |
|
FinanceEnterpriseGroup |
Hardcoded to “BTA” |
|
GLTransactionInterface.RunGroup |
Hardcoded to "FR" + date YYYYMMDD - File generation date |
|
GLTransactionInterface.SequenceNumber |
Sequential row number generated per export, starting at 1 |
|
AccountingEntity |
See table below |
|
OrganizationCode |
Not used |
|
ToAccountingEntity |
Not used |
|
AccountCode |
Nominal.NominalCode1 or Nominal.NominalCode2 |
|
GeneralLedgerEvent |
“FR” |
|
JournalCode |
Not Used |
|
TransactionDate |
YYYYMMDD |
|
Reference |
See table below |
|
Description |
Not used |
|
CurrencyCode |
Hardcoded to “EUR” |
|
UnitsAmount |
D+2 Nominal.Quantity |
|
TransactionAmount |
D+3 Nominal.Amount (Use Nominal.VATAmount for 88R) - negative for returns. |
|
System |
Hardcoded to “GL” |
|
AutoReverse |
False (0) |
|
PostingDate |
YYYYMMDD |
|
Project |
Not used |
|
FinanceDimension2 |
Not used |
|
FinanceDimension3 |
Location.LocationDesc (joined on Nominal.CostCentre1 or Nominal.CostCentre2) |
|
FinanceDimension4 |
Department – (Nominal.Department1 or Nominal.Department2) |
|
FinanceDimension5 |
Location.Location (joined on Nominal.CostCentre1 or Nominal.CostCentre2) |
|
FinanceDimension6 |
Not used |
|
Ledger |
Not used |
|
DocumentNumber |
Not used |
|
AutoReverseDate |
Not used |
|
Resource |
Not used |
|
VendorGroupAndVendor.VendorGroup |
Not used |
|
VendorGroupAndVendor.Vendor |
Not used |
|
Billed |
Not used |
|
RevenueRecognized |
Not used |
|
Capitalize |
Not used |
|
LaborDistribution |
Not used |
|
APPaid |
Not used |
Table of Transactions
The following table details the transaction processed within SwanFRS which will generate records within the output file.
See Accounts Interface guide for details of the FRS Nominal Transaction Type
Purple italic text indicates the transaction as referred to from within SwanFRS.
|
Transaction Type |
Details |
RMS Accounting Entity |
FRS Nominal Transaction Type |
|
GL Interface: Net Sales (C) Delivery Confirmation - Costs |
The cost of sales (Confirmed deliveries) will create a posting using the cost of the item being processed. Values will be positive for sales and negative for returns. This record is now excluded from the output |
01C |
24 |
|
GL Interface: Net Sales (R) Delivery Confirmations - Retail |
The retail selling price (final price after reductions) of the sale (Confirmed deliveries) will create a posting using the cost of the item being processed. This record is now excluded from the output |
01R |
10 |
|
GL Interface: Net Returns (R) Delivery Confirmations - Retail |
The retail selling price (final price after reductions) of the sale where items have been confirmed as returned to the retailer will create a posting using the cost of the item being processed. These values will be sent as positives This record is now excluded from the output |
04R |
10 |
|
GL Interface: Purchases (C) Goods Receipts |
SwanFRS will generate this record for each product received into stock via the GRN process using positing GL accounts from the goods inwards control. Values will be the expected cost of the items received. |
20C |
22 |
|
GL Interface: Stock Adj (C) Cost Adjustment |
SwanFRS allows for stock to have its cost adjusted, dependent upon system setting. Type 28’s occur as part of invoice matching, however the design of the interface is to have invoices matched in the CSF system - cost variances are triggered when the purchase order cost held on the stock record varies from the current cost and not a change of cost during the matching process. The second way to alter a cost price is via stock amendments. These are allowed only when the stock has been written on or the supplier is not marked for invoice matching. |
22C |
28 |
|
GL Interface: Return to Vendor (C) Return to Supplier |
This record is created when goods confirmed as collected back by the retailer. |
24C |
23 |
|
GL Interface: Return to Vendor (C) Return to Supplier (reversal) |
A return to supplier reversal generates a separate transaction on SwanFRS. This process occurs when the credit note is matched against the return and not the act of returning goods to the supplier, and again is only triggered if the cost held on the stock file varies from that on the order rather than a change of credit value within the credit note mapping process. |
24C |
43 |
|
GL Interface: Transfers In (C) (generated on completion of transfer) Stock Transfers Confirmation |
SwanFRS can be instructed to move the cost of stock at the time the goods are confirmed as arrived at their destination location. (This is for the receiving location) |
30C |
29 |
|
GL Interface: Transfers Out (C) (generated on completion of transfer) |
FRS will generate the 30C and 32C at the point of receiving the goods into the destination. (This is for the sending location and should be a negative amount.) |
32C |
29 |
|
GL Interface: Cycle Count (C) |
Write On – stock additions Only stock write on's processed as part of the stock take will be considered for this posting type. To differentiate general write-on's from those relating to stock takes, a stock take check box is available within Set Up Write On Reason – Only write on’s with the checkbox set will be included in this posting. It is possible to set a supplier specific write-on reason, if this is set SwanFRS will use the supplier specific write-on reason GL code in preference to the GL Code set within Application Parameters. |
41C |
20 |
|
Write Off – stock additions Only stock write-offs processed as part of the stock take will be considered for this posting type.. To differentiate general write on's from those relating to stock takes, a stock take check box is available within Set Up Write Off Reason – Only write on’s with the checkbox set will be included in this posting. It is possible to set a supplier specific write-off reason, if this is set SwanFRS will use the supplier specific write-off reason GL code in preference to the GL Code set within Application Parameters. |
41C |
21 |
|
|
SwanFRS allows the write-off action to be reversed, thus effectively bringing it back into stock. These transactions create a reversal record to the original write-off. |
41C |
51 |
|
|
|
Change of Ownership When stock has its owner changed because of a confirmed stock transfer, this record will be generated. Only change of ownership transfers where the stock-take check box has been ticked will generate an output record. |
41C |
29 |
|
GL Interface: Cost Variance (C) Cost Discrepancies |
These are generated by invoice matching within SwanFRS and are not part of stock takes or stock adjustments. |
70C |
42 |
|
GL Interface: VAT (On Sales) (R) |
The vat is processed when a delivery is confirmed Values will be positive for sales and negative for returns. |
88R |
10 |
Manual Generation
Menu Location: Accounts > Accounts Interface
To manually generate an output file (or series of) select the button corresponding to the name given to the ACCOUNTS_MISC_EXPORT_X application parameter references at the top of this document.
In the example above, the ACCOUNTS_MISC_EXPORT_2 application parameter is set to CSF and application parameter ACCOUNTS_MISC_EXPORT_3 is set to Wondersign
Clicking generates the output file and produces an on-screen notification of the number of records generated.
In this instance, there are no records to send.
Files from the Confluence page
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