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Add or delete ledger entries (UpdateConnector FiEntries)

UpdateConnector to add or delete financial entries.

UpdateConnector name: FiEntries

Note: 

You can retrieve a list of fields to be supplied for each UpdateConnector and generate an XML example. See the description for AFAS Online or for a local installation.

Contents

Preparation
Description

Actions that can be performed with the connector

INSERT

Add entries. This also updates the cumulatives of the accounts involved.

Download an XML example file (add purchase invoice)

Download an XML example file (add sales invoice)

Download an XML example file (add purchase entry with multiple VAT lines and rates)

Download an XML example file (add purchase entry with project entry)

Download an XML example file (add purchase entry with partial payment via 'G'-account)

Download an XML example file (add day-book entries)

Download an XML example file (add sales entry, where unknown allocation code and allocation assignment are created in Profit; see the comment below)

DELETE

Delete entries.

Here, a check is performed on the reconciliation: a reconciled entry cannot be deleted. This means that, for example, an entry for a paid sales or purchase invoice cannot be deleted. Deleting an entry updates the cumulatives of the relevant accounts.

You must enter the invoice number in the 'InId' field. If you do not, you perform an INSERT instead of a DELETE. You can only delete complete entries.

You can delete purchase and sales invoices and day-book entries. Financial entries that do not refer to a purchase or sales invoice cannot be deleted.

Download an XML example file (delete general journal entry)

Not possible with the connector:

  • Change entries (use the 'FiInvoice' UpdateConnector for changing financial purchase and sales invoices).
  • Add or delete entry lines

Points of attention:

  • You can provide a maximum of 1,000 lines per journal entry. If you have more lines, use the following solutions:
    • Compress lines into one line before you provide it. For example, in turnover entries it is not always necessary to provide all lines. You can also compress them per day, per turnover account, per turnover account/VAT code, etc.
    • Cut up the revenue rules.
  • Provide the lines on various moments of the day. The entry date and voucher date can differ You deliver these in the 'EnDa' (entry date) and 'BpDa' (voucher date) fields.
  • You deliver the administration in the 'UnId' field. If you do not, then the system uses the last administration that the connector user logged on to.
  • The 'PrTp' field is intended for a specific application and does not have to be delivered by default.
  • Multiple entries are permitted for a single journal entry line for both the allocation entries ('FiDimEntries') and the project entries ('FiPrjEntries'). The total amount must match the amount in the journal entry line.
  • The 'AuPa' field is intended for automatic payment of purchase invoices
  • The 'PaBa' field can be used to refund a credit note for a sales entry.
  • The 'DaEx' (ExpiryDate) field is not mandatory. If you do not enter a value in this field, Profit calculates the expiry date of the outstanding item based on the payment condition.
  • The purpose of the 'VaIt' field (item type) is to be able to differentiate between type 2: Article and type 6: Costs for a project entry for articles or costs.

Account feature

Field: VaAS

Possible values:

1 - ledger account

2 - debtor

3 - creditor

Checks for new entries

  • Debtor invoices can only be entered in a sales journal.
  • Creditor invoices can only be entered in a purchase journal.
  • When you enter a purchase or sales invoice, you first add the entry for the invoice. Once you have added this entry, add the contra entries with cost and purchase amounts, or sales and VAT amounts.
  • The voucher date 'BpDa' is the invoice date in this case.
  • The invoice number must exist in order to enter payments of invoices.
  • The entry date ('EnDa') automatically determines the financial year and the period in which the entry is posted.
  • You cannot post an entry in a blocked period.
  • If 'BlPa' has the value 1 (blocked for payment), 'Judg' is mandatory and this field should contain an existing employee.

Deliver entries completely

You can only use this UpdateConnector to deliver complete entries (with all necessary debit and credit lines). The debit and credit totals must be in balance with one another for each date, period, voucher and invoice.

A sales entry with VAT, for example, consists of the following lines:

  • Debit line with the total invoice amount, the code of the debtor and the invoice number.
  • Credit line with revenue, the ledger account on which the revenue needs to be entered and a VAT code.
  • Credit line with the VAT amount, the VAT account and a VAT code.

You can also distribute the revenue over different revenue lines. The total amount of the entry must be balanced.

For payments of sales invoices, at least two lines must be delivered:

  • A line with a negative amount (credit), the code of the debtor and the invoice number.
  • A line with a positive amount (debit) and the ledger account, bank or cash.

To prevent the journal post not being fully processed because of interruption of processing due to, for example, an error, the entries must be made by transaction.

Create allocation codes and allocation assignments

Use the following fields to create allocation codes and allocation assignments:

  • AdDc
  • AdDa

If the XML contains allocation codes and allocation assignments that do not exist in Profit, they are created automatically if the above fields are set to 'true'.

Journal entries in foreign currencies

If you add a journal entry in a foreign currency, both the debit and credit amounts in the foreign currency, and the debit and credit fields in the basic currency must be included in the XML.

Return journal entry number when using INSERT or UPDATE

The number of a journal entry is returned when you use an INSERT or UPDATE action.

Example (XML)

<results><FiEntryPar><UnId>1</UnId><EnNo>5811</EnNo></FiEntryPar></results>

Example (JSON)

{"results":{"FiEntryPar":{"UnId":"1","EnNo":"5789"}}}

Directly to

  1. UpdateConnector descriptions

Process

UpdateConnector

Work area

app