Integration

Integrating Accounting for Clipper with custom applications is probably much easier than you might expect. No modifications to the AFC code are required, just the creation of transactions in the appropriate batch files. Complete details are provided in the following topics:

Integrating with the General Ledger
Integrating with Accounts Receivable
Integrating with Order Entry

Integrating your invoicing application with the AFC General Ledger:

Please note: This process is only necessary if you are not using AFC's OE module.

Your Order Entry or Point-of-Sale application should be capable of mapping each invoice line item to your customer's GL revenue and tax liability accounts. As an example, let's use a VAR that provides hardware, off-the-shelf software, and custom software to their clients. They collect state sales tax on the first two categories. This firm would likely have three revenue accounts plus a liability account for the sales tax. i.e.

00-00-4000 Sales - Hardware
00-00-4000 Sales - Commercial Software
00-00-4002 Sales - Custom Software
00-00-2107 Accrued Ohio Sales Tax

The first step is to roll up all invoice line items by GL account. In the above case, you'll end up with four totals. (NOTE: If you are also integrating with AFC's AR module, the above totals should include only non-AR transactions. AR integration is described elsewhere.)

Step two is to retrieve the value from the NextBatch field in the SYS table, increment it, and store the new value back to the field. You can use our NextBatch function to handle the locking if desired.

Step three: Add a record to the BATCHTTL table. Fill the fields with the following values:

Step four: Add one record to the BATCHDET table for each revenue/liability account:

Step five: Add one record to the BATCHDET table for the cash account:

The bookkeeper will run the General Journal for that batch, just as is done for the manually-posted ones, and once satisfied will initiate the posting process. In some systems, virtually all transactions will come from external programs such as Accounts Receivable, Accounts Payable, and Point of Sale.

Integrating your invoicing application with AFC's Accounts Receivable:

Please note: This process is only necessary if you are not using AFC's OE module.

Your Order Entry or Point-of-Sale application should be capable of mapping each invoice line item to your customer's GL revenue and tax liability accounts. As an example, let's use a VAR that provides hardware, off-the-shelf software, and custom software to their clients. They collect state sales tax on the first two categories. This firm would likely have three revenue accounts plus a liabiility account for the sales tax. i.e.

00-00-4000 Sales - Hardware
00-00-4000 Sales - Commercial Software
00-00-4002 Sales - Custom Software
00-00-2107 Accrued Ohio Sales Tax

Step one is to retrieve the value from the NextBatch field in the SYS table, increment it, and store the new value back to the field. You can use our NextBatch function to handle the locking if desired.

Step two: Add one record to the BATCHTTL table. Fill the fields with the following values:

Step three: Add one record to the ARBATCH table for each invoice that gets added to AR. Note that step three and step four get done concurrently for each invoice. Fill the fields with the following values:

Step four: Add one record to the ARBTCHDT table for each GL account represented on your invoice. i.e. If your invoice has three line items that all have the same GL account, roll those up and post as one record in this table. Fill the fields with the following values:

Integrating your application with the AFC's Order Entry module:

There are cases where you may want to feed AFC's OE module for the purpose of creating invoices, orders, or quotations. These documents can then be edited by the user and printed en masse, and finally, posted to AR and GL. Note that only invoices are considered to be accounting documents. Quotes and invoices do not get posted nor do they have any effect on the financial reports.

Step one: Add one record for each invoice to the OE table. Fill the fields with the following information:

Step two: add one record per line item to the OEDET table. Fill the fields with the following information:

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Last updated: Tuesday, February 03, 2004 05:24:28 PM