The file headers in an MIF file tell
the program how to import the type of data that follows (i.e. a
transaction or transaction detail). Each header specifically defines
a field in the ManageMore database. The file header is identified by
the first column containing the keyword "!TRANSACTION". This
file header line is usually located in the first row.
Subsequent rows should begin with a header tag of
"TRANSACTION" to identify the rows that are using this file header
layout.
In the example below, we show a small section of how the
structure should look:
Each row after the header file will signify a unique transaction
that is being imported. Notice how the first value in each of
these rows (except the first row which is the file header) begins
with the header tag "TRANSACTION" without the exclamation point (as
shown above).
The example above shows a simple 1:1 transaction relationship,
but does not account for more complex 1:Many relations whereby
several detail items are composed of a single invoice. For
these types of scenarios, ManageMore allows you to define another
file header which identifies the detail items of a transaction.
This header line must begin with "!TRANDETAIL" and include valid
header fields that relate to transaction details.
Subsequently, rows that are related to detail items must begin with
the header tag of "TRANDETAIL" without the exclamation.
The example below shows a small section of both the transaction
and transaction detail header lines along with a few sample data
records for import.
In order to help further understand the MIF file layout, we have
included some sample MIF files for your review. The sample
files demonstrate the three different transaction types that can be
created from the import process. Simply
right-click any of the hyperlinks below and save the target file to
your hard-drive. Then review the sample file layout in your
spreadsheet program.
The following is an entire list of the transaction keyword fields
that can be imported into ManageMore transactions and whether they
are required or not for importing. These keyword fields can
only be used on the header "!TRANSACTION"
Transaction Header Keyword |
Required (based on TRANTYPE) |
Description |
TRANTYPE |
Yes* |
Type of Transaction being generated.
Valid Values are:
1 -( Paid Invoices). This transaction type is
for invoices that were already
fully created and paid for using another financial software (i.e.
invoice was paid via cash, check , or credit card and is being
imported for historical purposes).
2 -(Open A/R Invoice). This transaction type is for
generating A/R invoices within ManageMore. Most likely,
this type will be used when you have an external software that
has generated some form of invoicing that now needs reflected
upon within ManageMore as well. This transaction type
is a rigid format that requires detail items and header totals to
match exactly in order to qualify.
3 -(Special A/R Invoice). This transaction type is
similar to Type 2, except that it is not as rigid of a format,
does more calculations on your behalf, and does not require as
many header/detail fields to be provided to generate an A/R
invoice. In general, use this transaction type if you plan
on passing minimal information and want ManageMore to do all the
rest of the calculations for you (e.g. you only want to pass the
customer account, SKU, Quantity, and Price Level and let
ManageMore figure everything else out like the pricing, taxes,
sub-total, etc.). DO NOT use this transaction type if you
already know all the particulars of the invoice (i.e. Taxes,
Total Amount, Balance, etc.).
4 -(Sales Quote/Estimate). This transaction type allows for pre-invoice transactions to be imported into ManageMore. This allows the user to easily modify/convert the imported transaction to a final sales invoice.
7 -(Sales Order). This transaction type allows for pre-invoice transactions to be imported into ManageMore. This allows the user to create an editable imported transaction prior to a final sales invoice.
It is very similar to a sales quote, but also has additional workflow management features to help organize orders and deal with back order scenarios.
If
omitted, import process will assume 1 (a paid invoice
transaction). |
TRNSID |
1=No
2=No
3=N/A
4=No
7=No
|
Original transaction number from prior financial software. |
DATE |
1=Yes
2=No
3=No
4=No
7=No
|
Date of transaction. (date format will depend on current computer control panel short date settings... like mm/dd/yy or dd/mm/yy) |
TIME |
1=No
2=No
3=No
4=No
7=No |
Time of transaction |
MEMO |
1=No
2=No
3=No
4=No
7=No |
Memo Field (Short Internal message... does not print!) |
NOTES |
1=No
2=No
3=No
4=No
7=No |
Transaction Notes Field |
LOCATION |
1=No*
2=No*
3=No*
4=No*
7=No* |
Location where transaction originated.
* Field is required if no default is given during import. |
TERMS |
1=No*
2=No*
3=No*
4=No*
7=No* |
Terms of Invoice (i.e. Net 30, Due on Receipt, etc.)
* Field is required if no default is given during import. |
SHIPVIA |
1=No
2=No
3=No
4=No
7=No |
Shipping Method (i.e. UPS,FEDEX, etc.). The value for this field must match a shipping method already defined.
|
DUEDATE |
1=No
2=No
3=No
4=No
7=No |
Transaction Due Date. If none provided, due date will be
the same as the transaction date. |
SALESREP |
1=No
2=No
3=No
4=No
7=No |
Salesperson of the transaction.
|
CUSTOMERID |
1=No
2=Yes
3=Yes
4=No
7=No |
Customer account for the transaction.
|
BILLADDR1 or ADDR1 |
1=No
2=No
3=No
4=No
7=No |
Bill to Address Line 1.
If field is omitted, customer account address information will be
used, if available. |
BILLADDR2 or ADDR2 |
1=No
2=No
3=No
4=No
7=No |
Bill to Address Line 2.
If field is omitted, customer account address information will be
used, if available. |
BILLADDR3 or ADDR3 |
1=No
2=No
3=No
4=No
7=No |
Bill to Address Line 3.
If field is omitted, customer account address information will be
used, if available. |
BILLADDR4 or ADDR4 |
1=No
2=No
3=No
4=No
7=No |
Bill to Address Line 4.
If field is omitted, customer account address information will be
used, if available. |
BILLADDR5 or ADDR5 |
1=No
2=No
3=No
4=No
7=No |
Bill to Address Line 5.
If field is omitted, customer account address information will be
used, if available. |
SHIPADDR1 |
1=No
2=No
3=No
4=No
7=No |
Ship to Address Line 1.
If field is omitted, customer account address information will be
used, if available. |
SHIPADDR2 |
1=No
2=No
3=No
4=No
7=No |
Ship to Address Line 2.
If field is omitted, customer account address information will be
used, if available. |
SHIPADDR3 |
1=No
2=No
3=No
4=No
7=No |
Ship to Address Line 3.
If field is omitted, customer account address information will be
used, if available. |
SHIPADDR4 |
1=No
2=No
3=No
4=No
7=No |
Ship to Address Line 4.
If field is omitted, customer account address information will be
used, if available. |
SHIPADDR5 |
1=No
2=No
3=No
4=No
7=No |
Ship to Address Line 5.
If field is omitted, customer account address information will be
used, if available. |
CONTACTPHONE |
1=No
2=No
3=No
4=No
7=No |
Contact Phone Number for Shipping Carrier.
|
FREIGHTAMOUNT |
1=No
2=No
3=No
4=No
7=No |
Freight charges on transaction |
DISCOUNTAMOUNT |
1=No
2=No
3=No
4=No
7=No |
Discount amount on transaction |
TAX1AMOUNT |
1=Yes*
2=Yes*
3=N/A
4=No
7=No |
Tax
1 total for transaction, if applicable.
*Can be omitted if all transactions have no taxes. |
TAX2AMOUNT |
1=No
2=No
3=N/A
4=No
7=No |
Tax
2 total for transaction, if applicable
|
TAX3AMOUNT |
1=No
2=No
3=N/A
4=No
7=No |
Tax
3 total for transaction, if applicable
|
TAX4AMOUNT |
1=No
2=No
3=N/A
4=No
7=No |
Tax
4 total for transaction, if applicable
|
TAX5AMOUNT |
1=No
2=No
3=N/A
4=No
7=No |
Tax
5 total for transaction, if applicable
|
TAX6AMOUNT |
1=No
2=No
3=N/A
4=No
7=No |
Tax
6 total for transaction, if applicable
|
TAX7AMOUNT |
1=No
2=No
3=N/A
4=No
7=No |
Tax
7 total for transaction, if applicable
|
TAX8AMOUNT |
1=No
2=No
3=N/A
4=No
7=No |
Tax
8 total for transaction, if applicable
|
TAXCODE |
1=No
2=No
3=N/A
4=No
7=No |
*The default defined with the location record or customer account will be used if one
is not supplied. |
TOTALAMOUNT or AMOUNT |
1=Yes
2=Yes*
3=N/A
4=Yes
7=Yes |
The
total amount of the transaction.
*In some cases, this field is not necessary as long as either the
BALANCE field is present or the SKUPRICE field is used. In these
cases, the total amount will be equal to these other fields
accordingly. |
BALANCE |
1=No
2=Yes*
3=N/A
4=No
7=No |
The
balance remaining on the transaction.
*This field requires that a valid value exists in the CUSTOMERID
field. |
PAYMENTDESC |
1=Yes
2=No
3=N/A
4=No
7=No |
Payment tender used on a paid transaction (i.e. Cash, Check, Visa,
etc.). If not present, the import process will use the
default value selected. |
SKU** |
1=No*
2=No*
3=No*
4=No*
7=No* |
The
item code used to represent the detailed charges of the
transaction. This item code must be
a valid SKU in Supertrack Inventory.
*Field may be required if no default is provided during import
process |
QUANTITY** or QNTY** |
1=No*
2=No*
3=No*
4=No*
7=No* |
Quantity for detail item.
*This field will default to 1 if not provided. |
PRICELEVEL** |
1=N/A
2=N/A
3=No*
4=No
7=No |
Price level to use when extended price calculation is required.
*If omitted, the price level is always assumed to be 1. |
SKUPRICE** |
1=Yes
2=Yes
3=No
4=Yes
7=Yes |
Extended Price for detail item.
*Field may be required if there are no tagged header "TRANDETAIL"
records that follow the "TRANSACTION" row. |
DETAILCOST** |
1=No
2=No
3=N/A
4=No
7=No |
Cost for detail item.
If omitted, the cost will be calculated from the average cost
provided by the SKU item code. |
DESCRIPTION** |
1=Yes*
2=Yes*
3=No
4=Yes*
7=Yes* |
Description for detail item.
*If omitted, the description from the provided SKU item code will
be used. |
EXTDESCRIPTION1** |
1=No
2=No
3=No
4=No
7=No |
Extended Description for detail item. |
SKIPFINANCECHG |
1=No
2=No
3=No
4=No
7=No |
Skip FInance Charge calculation on transaction
1=True
|
PONUMBER |
1=No
2=No
3=No
4=No
7=No |
Purchase Order Number |
SHIPBY |
1=No
2=No
3=No
4=No
7=No |
Ship By Date |
UDF1 |
1=No
2=No
3=No
4=No
7=No |
User Defined Field 1 |
UDF2 |
1=No
2=No
3=No
4=No
7=No |
User Defined Field 2 |
UDF3 |
1=No
2=No
3=No
4=No
7=No |
User Defined Field 3 |
UDF4 |
1=No
2=No
3=No
4=No
7=No |
User Defined Field 4 |
UDF5 |
1=No
2=No
3=No
4=No
7=No |
User Defined Field 5 |
** These fields should only be part of the transaction header
format if you are planning on importing a simple 1:1 relation only.
This means that each row will consist of one unique invoice with
only one detailed item per transaction. If you will be introducing
separate transaction detail rows in the MIF file, then DO NOT introduce these fields or an import error will occur.
The following is an entire list of the transaction detail keyword
fields that can be imported into ManageMore transactions and whether
they are required or not for importing. These keyword fields
can only be used on the header "!TRANDETAIL". The
table below is only needed if you plan on importing the more
advanced 1:Many type transactions.
There is no limit to the number of detail items that can be
linked to an imported transaction. However, there are a few
things worth mentioning when importing detail items:
1. When importing using "TRANTYPE" of 2 (i.e. Open A/R Invoices),
the sum of all detail item extended price for one transaction must
equal the total amount field in the transaction header row.
2. Importing detail items will not change or update the supertrack
inventory statistics, quantity on hand, or costing calculations.