r2 – accounting interface...

R2 – Accounting Interface with Microsoft Great Plains

Updated 04/20/07

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Table of Content

Table of Content.............................................................................................................. 2 Executive Summary ........................................................................................................ 3 Methodology.................................................................................................................... 4 Receivables Management (A/R)...................................................................................... 5

Customer Integration ................................................................................................... 5 Invoices and Credit Memos Integration ....................................................................... 5 Payments Integrations ................................................................................................. 6 Update Customer Balance and Payment Apply Integration ......................................... 6

Payables Management (AP) ........................................................................................... 7

Vendor Integration ....................................................................................................... 7 Payables Transactions Integration............................................................................... 7

Appendix A – Customer file structure ............................................................................... 8 Appendix B - Customer integration mapping................................................................... 9 Appendix C – r2rm, dist and tdetail file structure ............................................................ 12 Appendix D – R2RM transactions mapping.................................................................... 14 Appendix E – crheader.txt and crdist.txt file structure .................................................... 18 Appendix F – Cash receipts mapping............................................................................. 19 Appendix G – Microsoft Great plains Invoice and Apply export file structure ................. 21 Appendix H – Vendor file structure................................................................................. 22 Appendix I – Vendor Integration Mapping ...................................................................... 23 Appendix J – File Structure ............................................................................................ 26 Appendix K – Filed Mapping .......................................................................................... 27

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Executive Summary

The purpose of this document is to provide detailed information regarding several levels of accounting integrations with Microsoft Great Plains (MGP). The Integrations are designed to add or update the customers, invoices, credit memos, cash receipts, vendors and voucher records in Microsoft Great Plains. This document is divided into two sections based on the following accounting modules:

• Receivables Management • Payables Management

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Methodology

R2 is capable of communicating data to Microsoft Great Plains via flat files. Integration Manager (Microsoft Great Plains Module) is used to verify the business process and data integrity before inserting or updating any fields and transactions. Similarly, Microsoft Great Plains is capable of passing data to R2 via flat files. The Report Writer (Microsoft Great Plains Module) is used to export files from MGP. R2 uses an import manager to verify the data before inserting and updating any fields in R2.

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Receivables Management (A/R)

One of the basic integrations between R2 and Microsoft Great Plains is in Receivables Management. The standard business flow is that all new customers, contracts, invoices, credit memos and advance payments are created and controlled in R2. After invoices and payments are reviewed and posted in R2, export files are created to integrate with MGP for tracking of receivables. Customer payments and all cash receipts are applied to the corresponding invoices in MGP. Payment information is then sent to R2 to update invoice payments and customer balances. Customer Integration All new customers and modifications to customers’ information are entered in R2. At time of invoice posting all related customers will be added to the customer export file. Integration Manager verifies the data and inserts a new customer record or updates an existing customer record. R2 creates an export file called Customer.txt See Appendix A for customer file structure See Appendix B for customer integrations mapping Invoices, Credit Memos and POS transactions Integration All posted invoices, and credit memos are sent to MGP via flat files. This information is used to track Receivables in MGP. Invoices and Credit memos are entered in MGP as open status. This allows accounting personnel to review and verify transactions before posting to the receivables module and general ledger. Cash Invoices are invoices generated by the POS module in R2. These are transactions for which payment has been received in full either via cash, check or credit card. These types of invoices are also posted in R2 and passed to MGP as invoices along with the payment information. R2 creates 4 export files that are all used in the integrations:

- R2RM.txt - Dist.txt - Tdetail.txt - Cash.txt

See Appendix C for r2rm header, distributions, taxes and cash file structures See Appendix D for Receivables Management integrations mapping

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Payments Integration From the order entry window, advanced payments can be recorded in R2. Payments at this point have a status of “open and new”. Users can edit or void payments with this status. Once payments are batched and posted, the status changes to “posted” and the transactions cannot be voided or edited. These payments are passed to MGP. When the orders (there are no invoices in the system at this point) are printed, R2 will show a prepaid amount. However, R2 will not adjust the total amount due because the payment has not been verified and applied to an invoice in accounting. R2 will update the customer balance due once the payments are posted in MGP and imported back to R2 as applied payments. MGP imports the payments as open payments to the customer account. Once the invoices are received and posted in MGP, accounting can apply these payments to the invoices. R2 creates 2 export files that are all used for the advance payment integrations:

Crheader.txt Crdist.txt

See Appendix E for file structure See Appendix F for mapping information Review next section for balance and applied payments information. Update Customer Balance and Applied Payments Integration After the invoices and cash receipts or payments are posted, MGP will create two export files that will be imported into R2. These will be used in the balance due calculation and payment detail information. MGP also passes on payments with Voided and NSF status. The flat files are used by R2 to import the information. R2 will verify that the invoice numbers and payment numbers are those which originated in R2.

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Payables Management (AP)

Vendors, items and purchase orders are handled in R2 to allow the tracking of inventory. Upon the receipt of goods and a review of the vendor invoice, R2 then passes the payable information to MGP as open vouchers. Vendor Integration All new vendors and modifications to vendors’ information are entered in R2. At the time of posting all related vendors will be exported for integration. Integration Manager verifies the data and adds a new vendor record or updates an existing vendor record. See Appendix H for Vendor file structure See Appendix I for Vendor integrations mapping Payables Transactions Integration All posted vouchers are sent to MGP via flat files. This information is used to track payables in MGP. Vouchers are entered in MGP as open vouchers. This allows accounting personnel to review and verify transactions before posting to the payables module and general ledger. R2 creates 3 export files that are all used in the integration. See Appendix J for r2rm header, distributions and tax file structures See Appendix K for Payables Management integrations mapping

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Appendix A – Customer file structure

File Name: Customer.txt Column Name:

Customer ID Customer Name Contact Address Code Address One Address Two Country City State Zip Phone Payment Terms Sales Person Tax Schedule Resell Number

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Appendix B - Customer integration mapping

Customer Customer ID Use Source Field Customer ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Name Use Source Field Customer Name Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Address ID Use Source Field Address Code Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Salesperson ID Use Source Field Sales Person Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Payment Terms Use Source Field Payment Terms Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank

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Addresses Address ID Use Source Field Address Code Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Contact Use Source Field Contact Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Address 1 Use Source Field Address One Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Address 2 Use Source Field Address Two Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank City Use Source Field City Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank State Use Source Field State Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length

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ZIP Code Use Source Field Zip Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Country Use Source Field Country Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Phone 1 Use Source Field Phone Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Options Tax Exempt 1 Use Source Field Resell Number Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank

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Appendix C – R2RM, Dist, Tdetail and Cash file structure

File Name: R2RM.txt Column Name:

Customer ID Doc No Doc Amount Tax Amount Date Batch# PO# Payment Terms Tax Schedule Sales Person Cost Delivery Shipping Method Return Date Order No

Assigned To

File Name: dist.txt Column Name:

DocNum AccountNum Type Debit Credit File Name: Tdetail.txt Column Name:

Doc No Tax Id Amount

Tax Amount File Name: Cash.txt Column Name:

Doc No Cash Ca-ID

Date Check Ch–ID Ch–Date Check–Ref

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Card Card–ID Card–Date CardNo CardName Card–Ref

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Appendix D – R2RM transactions mapping

Receivables Transaction Document Type Use Source Field Type Translation No If Null Use Default Document Number Use Source Field Doc No Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Document Description Use Source Field Order No Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Batch ID Use Source Field Batch# Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Document Date Use Source Field Date Customer ID Use Source Field Customer ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Salesperson ID Use Source Field Sales Person Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave

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String Truncation Truncate at Max Length Payment Terms Use Source Field Payment Terms Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Shipping Method Use Source Field Shipping Method Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank PO Number Use Source Field PO# Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Amount Use Source Field Doc Amount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Cancel Document Tax Use Source Field Tax Amount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Cancel Document Distribution Distribution Account Use Source Field AccountNum Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Distribution Type Use Source Field Type

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Translation No If Null Use Default Debit Amount Use Source Field Debit Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Cancel Document Credit Amount Use Source Field Credit Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Cancel Document Tax Detail Tax Detail ID Use Source Field Tax ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max If Null Use Blank Tax Amount Use Source Field Amount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Cancel Document Cash Detail Date Use Source Field Date Cash Receipt Number Ca-ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max If Null Use Default Check Number Ch-Ref Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave

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String Truncation Truncate at Max If Null Use Default Date (Check) Ch-Date If Null Use Default Cash Receipt Number (Check) Check-ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max If Null Use Default Card Name CardName Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max If Null Use Default Card Number CardNo Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max If Null Use Default Date (Credit Card) Card-Date If Null Use Default Cash Receipt Number (Credit Card) Card-ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max If Null Use Default

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Appendix E – crheader.txt and crdist.txt file structure (available by 9/30/05)

File Name: crheader.txt Column Name:

Batch ID Doc Number (payment ID) Customer ID Receipt Type (0=check / 1=cash / 2=card) Amount Comments (order #) Date Credit Name Check/Card #

File Name: crdist.txt Column Name:

Dist Account Dist Type Debit Amt Credit Amt Doc Number (payment ID)

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Appendix F – Cash receipts mapping

Cash Receipts Receipt Use Source Field Doc Number Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Batch ID Use Source Field Batch ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Date Use Source Field Date If Null Cancel Document Customer ID Use Source Field Customer ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Cash Receipt Type Use Source Field Receipt Type Translation No Amount Use Source Field Amount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Cancel Document Credit Card ID Use Source Field Card Name Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document

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Check/Card Number Use Source Field Check/Card # Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Distribution Distribution Account Use Source Field Dist Account Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Distribution Type Use Source Field Dist Type Translation No Debit Amount Use Source Field Debit Amt Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Cancel Document Credit Amount Use Source Field Credit Amt Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Cancel Document

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Appendix G – Microsoft Great Plains Invoice and Applied Payments export file structure

File Name: R2 Export1 - Invoices, Payments, Credit Memos and Debit Memos Column Name:

Customer Number Document Type:

1 = Invoice 3 = Debit Memo 7 = Credit Memo 9 = Payments

Document Number Document Date Original Transaction Amount Current Transaction Amount

Outstanding Invoice Amount Unapplied Payment Amount

Cash Receipt Type 0 = Check 1 = Cash 2 = Credit Cards

Void Status 0 = Not Voided 1 = Voided

Void Date File Name: R2 Export2 – Payment/Invoice Apply Column Name:

Customer Number Apply From Document = Payment Number or Credit Memo Apply To Document = Invoice Number or Debit Memo Apply To Amount

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Appendix H – Vendor file structure

File Name: Vendor.txt Column Name:

VendorID Vendor Name Class ID Address ID Contact Address1 Address2 City State ZIP Country Phone1 Fax1 PaymentTerms TaxType

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Appendix I – Vendor Integration Mapping

Vendor Vendor ID Use Source Field VendorID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Name Use Source Field Vendor Name Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Class ID Use Source Field Class ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Primary Address ID Use Source Field Address ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Addresses Address ID Use Source Field Address ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length

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Contact Use Source Field Contact Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Address 1 Use Source Field Address1 Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Address 2 Use Source Field Address2 Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank City Use Source Field City Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank State Use Source Field State Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank ZIP Code Use Source Field ZIP Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank

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Country Use Source Field Country Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Phone 1 Use Source Field Phone1 Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Fax Use Source Field Fax1 Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Options Payment Terms Use Source Field PaymentTerms Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length 1099 Type Use Constant Not a 1099 Vendor Constant Value Not a 1099 Vendor

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Appendix J – File Structure

File Name: detail.txt Column Name:

Type Voucher Description BatchId Document Date PO# VendorID PaymentTerms Document# Document Amount = Purchases only (excludes discounts, freight, misc. charges) Discount = discount issued on PO Freight = freight items in PO Misc = misc. charges on PO TaxAmount 1099Amount

File Name: dist.txt Column Name:

Voucher# AccountNum Type

PURCH (purchases) TRADE (discounts) FREIGHT (freight) MISC (misc. charges)

Debit Credit

File Name: tax.txt Column Name:

Vendor Id Voucher Document Type Date Total Sales Amount Tax Detail Id Tax Amount Taxable Sales Amount

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Appendix K – File Mapping

Payables Transaction Voucher No. Use Source Field Voucher Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Document Type Use Source Field Type Translation No Description Use Source Field Description Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Batch ID Use Source Field BatchId Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Cancel Document Doc. Date Use Source Field Document Date If Null Cancel Document Posting Date Use Default If Null Cancel Document P.O. Number Use Source Field PO# Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank

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Vendor ID Use Source Field VendorID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Vendor Address ID Use Source Field PM Vendor.Address ID Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Payment Terms Use Source Field PaymentTerms Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Document Number Use Source Field Document# Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Purchases Use Source Field Document Amount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero Trade Discount Use Source Field Discount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero

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Freight Use Source Field Freight Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero Miscellaneous Use Source Field Misc Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero Tax Use Source Field TaxAmount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero 1099 Amount Use Source Field 1099Amount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero Tax Details Tax Detail ID Use Source Field TAXCODE Tax Amount Use Source Field Tax Amount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero Total Purchases Use Source Field Sales Amount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero Total Taxable Purchases Use Source Field Sales Amount Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero

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Distributions Distribution Account Use Source Field AccountNum Translation No Case Conversion No Conversion Leading Spaces Remove Trailing Spaces Leave String Truncation Truncate at Max Length If Null Use Blank Distribution Type Use Source Field Type Translation No Debit Amount Use Source Field Debit Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero Credit Amount Use Source Field Credit Shift Decimal Point 0 Change Sign False Rounding Round with Warning If Null Use Zero

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