Import Field Definitions
The following topic lists all fields that Import can load,
and lists considerations applying to specific fields.
The settings for these field types are READ ONLY.
Collect! uses the settings internally. You can restore default
settings by rebuilding the definitions list.
To rebuild the list of definitions, select File from the top menu
bar and then select Import/Export, then choose Update Definitions.
Record Field Information
The following notes [ * ] [ ** ] [ + ] apply to the
fields in the adjoining lists. Their meanings are described below.
RELATED FIELDS
* These fields are fields from related records.
A good example is the Client's name in the account record. The
Client's name is not stored in every account record. That would
be a waste of space, plus it would be difficult if you ever needed
to change the Client's name. The Debtor record actually contains
a pointer to the particular Client record.
You can export any number of these related fields.
When importing, be sure to use only ONE of the related records.
For example, if you are importing a transaction record, you should
import either the File number or the Account Number field, but not
both.
ONLY FOR EXPORTING
** For efficiency, use only for exporting.
CALCULATIONS
+ Collect! automatically calculates this value from
the transactions. Use only for export.
View Accumulator Fields
View Attachment Fields
View Client Fields
View Client Attachment Fields
View Client Contact Fields
View Contact Fields
View Debtor Fields
View Debtor Cosigner Fields
View Notes Fields
View Payment Fields
View Transaction Fields
View Phone Fields
Information To Include In Import/Export
There are several points that apply to any import or export
routine. This general information is included here. If the record
types and fields mentioned do play a part in the import or export
routine you are building, the information given is essential for
the successful completion of your data transferral.
Virtual Keys
Collect! uses virtual keys to connect records to one another.
For example, a Transaction form shows a Debtor Name field, but
the Debtor name is not actually stored in every transaction record.
It is, in fact, stored only once in the Debtor record, and the
transaction record contains a pointer to the Debtor it belongs to.
Thus, when importing transactions, the Debtor name could be used
to choose the Debtor the transaction should be connected to.
Refer to the above Field Lists for each record's virtual keys. (Virtual
keys are highlighted in RED in each list.)
Virtual keys do not use the setting 'Use as key to find
existing' as they are already a key. If this setting has a check mark,
this may cause anomalies in your import! Please make sure 'Use
as key to find existing' is always switched OFF (remove the
check mark) for any virtual key that you use.
Posted
This is the date the payment was posted, and is vital information.
If there is no posted date, Collect! thinks that this is a promise
and doesn't include the payment in the calculations.
This date is actually the date the payment was entered into your
computer system. Usually, it is the same date as the payment date.
In some cases, when it is a direct payment to a Client, however,
the Client may neglect to inform the agency of the payment until
some time passes. Collect! needs to know when the payment was
actually made (the payment date) so it can calculate Debtor interest
correctly. However, it also needs to know what the posted date was.
This ensures that Client statements can be properly calculated, even
when the Client is late in reporting the payment.
Payment
This is the payment date, or the actual date the Debtor made
the payment. The note above describes the difference between
the posted and payment dates.
File
This is Collect!'s internal file number for the Debtor. Unless
you are loading the file number when you Import, Collect!
automatically assigns a file number. If Collect! automatically
assigns the number, you cannot know it in advance and therefore
should not import it.
Cl Account#
This is the Client account number for the Debtor. It may or may
not be unique, as you can have two clients using the same
numbers for different Debtors. You will need to use this to key
the transaction to the correct Debtor.
To use it as a key, simply include it in the list of fields and Collect!
will know to attach it to the Debtor. If it isn't unique, you will need
to include more information (for example, the Debtor name) so that
Collect! can find the right account even if two Clients use the same
account numbers for different Debtors.
Type
This is the transaction type. Select System from the top menu bar
and then select Financial Settings, Transaction Types for a list of
types. You may want to create your own for imported transactions.
Description
This field contains text only, so it is not a major concern. If you
are importing a fixed length you don't need the quotes.
To Agency
This is the amount of a payment paid to the agency.
Direct
This is the amount of payment directly to the Client.
Flags
At the bottom of the Transaction form, there are several
switches controlling printing and calculations. These can
be important.
Notes
Notes are not automatically written by Import. You need to actually
import a note's records, making sure to key them to the correct
Debtor as well.
Original Charges
When you import original charges, they should go into Principal.
The Account field should be 16, Flags should be set to 53 (to
inhibit everything) and the number imported should be a negative to
debit their account.
Debtor Payments
If you import a Payment made by a Debtor, you will need to set the
Account field to 1 to indicate a credit to the Payment account (bit 0 on).
Flags should probably be set to 48, to ensure that these transactions
appear on Client invoices and daily cash reports, while leaving any
imported commission and tax in place without recalculation. The
amount imported should be positive to credit their account.
Commission Amount
If you would like to track the historical Client billing, you will
probably want to import the commission amount.
Transaction Type
You will also want to define a transaction type between 100
and 200. Please review the Help on Transaction types by pulling
down the System menu, choosing Financial Settings,
Transaction Types, and pressing F1.
Interest Details
Bring in the Interest Rate, flag Simple Interest and import
the Start Date. To actually display the calculated currency$
value of interest on the Debtor form, you must use Recalculate
after importing.
See Also
- File Format Specification
- How To Use Import/Export
- Export Menu
- How To Import From Different File Formats
- Import Record Definition
- Import/Export Topics
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