Setting up the Import File Structure

In the Modules Tasks pane, select the Import Budget Structure option in the Setup folder of the Liquidity module.

The setup page for the file structures is displayed with the list of set up structures in a table. The table shows the code and description of each structure, as well as the relevant function type, the expected date format, the standard length of transactions in characters and the presence or absence of value equivalences in a correspondence table.

For more information on:

• Reorganization of the lines display in the table, click here
• Text search in the table, click here
• How to create lines, see the topic below
• The structure or equivalences modification in the table, click the Modify the structure or Modify the equivalences buttons. You can access the same pages as in creation mode.
• How to delete lines in the table, click here.

1. In the setup page for file structures, click the Create button.
   The first page of the Structure Wizard opens up.

2. Enter the structure's basic information.

View Fields Description

Field	Description
Description	Enter a description for the new structure.
Type	If the field is enabled, select the function type for which the structure is designed.
Length	Specify the length of a record in characters including spaces. An entry of the file is a string of characters containing the information of a single transaction.
Line Feed	Enable this option if the entries in the file are separated by a line feed.
Date Format	Select the expected date format for the transaction dates. dd for day, mm for month and yyyy for year.
Separator	Select the separator type among the day, month and year of the transaction date.
Decimal Symbol	Select the decimal separator for the amounts.
Nb of digits after decimal	Select the number of digits after decimal.
Debit Direction	Select the sign specifying the debit amount. This sign is the only indicator of a debit amount.
Credit Direction	Select the sign specifying the credit amount. This sign is the only indicator of a credit amount.

3. Click the Set up the elements of the structure button to complete the file structure setup.

The setup page for the fields of each record, opens up.

This page enables you to set up seven fields for each entry, corresponding to the seven information types on a transaction.

View the data description of the file to set up

Field	Description
Entity	Code which identifies the company to which the transaction is linked If the company has a different code from the one in the Liquidity module, in the next step of the setup, you need to specify the value equivalences in a correspondence table.
Budget Code	Code which identifies the Budget Code to which the transaction is linked If the Budget Code has a different code from the one in the Liquidity module, in the next step of the setup, you need to specify the value equivalences in a correspondence table.
Transaction Amount	Transaction amount in the specified currency
Transaction Direction	Sign which identifies the debit or credit direction of the transaction (direction set up in the previous page of the wizard) Optional field
Transaction Currency	Code which identifies the transaction currency Optional field If the currency has a different code from the one in the Liquidity module, in the next step of the setup, you need to specify the value equivalences in a correspondence table.
Transaction Date	Transaction date (for which the format was set up in the previous page of the wizard)
Description	Text which describes the transaction object
Exercise Currency	Currency code for the fiscal year in which the transactions are imported Optional field This field should be enabled if you need to manage one FY per currency.

4. Specify the field settings of each entry in the file.

View Settings

Setting	Description
Type	This default field is not editable. It specifies the string type: "AN" for alphanumerical text, "D" for a date and "M" for an amount.
Included	Enable this option to import the information value of the file into the database. Disable this option if this element is not in the file or if you do not want to import it.
Mandatory	Enable this option to specify that this element must be in the file. The transaction will be rejected if a mandatory element is missing in the file. For more information on rejected transactions, their correction and their re-import, see topic Rejects.
Position	Specify the position of the first character of the field containing the information in the entry.
Length	If the field containing the information has a fixed length, specify its length here.
Var. Length	If the field containing the information has a variable length, enable this option.
Terminator	If the field containing the information has a variable length, specify the character that ends the field here.

5. Click the  Set up the correspondence tables button to go on with the setup.

The setup page for the correspondence tables is displayed.

• If the codes of companies, currencies and budget types are the same as the ones in the database, click the  Test the structure button to avoid this step of the setup and go directly to the structure test.
• To avoid the structure test and validate the setup straight away, click the  Validate button.
• To cancel the current setup and redisplay the list of the set up file structures, click the  Cancel button.

This page consists of three tabs which enable you to set up the relevant correspondence table: Companies, Budget Codes or Currencies.

Each tab contains a three-column table.

• The first column called N°, shows a number that identifies each correspondence.
• The second column called Internal Field, shows the codes saved in the database of Sage XRT Treasury.
• The third column called External Field, shows the codes saved in the file.

6. Click a tab, and click the Add button to add a line of equivalent values in the tab.
7. In the line displayed in the table, click the button in the Internal Field column to select the internal code of the database. In the External Field column, enter the code in the file coming from the external system.
8. Click the Add button to add a new line or the Delete button to delete the selected line.

Re-do steps 7 and 8 as many times as required for the completion of the correspondence table, then follow the same process for the other tabs.

9. Click the button  Test the structure to test the setup on a file.

The structure test page is displayed.

10. In the File field, click the button to view the Liquidity browser and select a file to test.

A contextual menu appears.

11. In the browser, select the directory where the file is located.
    The path appears in the Selected Path field and the files of the directory are listed in the table at the bottom of the window.
12. Double-click the name of the file to select it and click the button to validate the selection.

The wizard appears again and you can view the file path in the File field.

13. Click Test.

The retrieved transactions are displayed in the table with, for each of them, the company code, the budget code, the transaction amount, its currency, the transaction date and the transaction description.

At the bottom of the table, the number of retrieved transactions is displayed.

14. Check whether the file matches the expected result regarding the transaction and value number in the fields. Correct the structure or the file if required.
15. Once the test provides you with the right results, click the button  Validate to validate and save the structure.

The setup page for file structures reappears with the newly saved structure at the bottom of the set up structures list.

You can go to the next step: the setup of the import terms.

You can create a structure by duplicating the settings of an existing structure.

1. In the setup page for Structures, select the structure to duplicate and click the Duplicate button in the actions toolbar.
2. The creation page for the structure completed with the settings of the duplicated structure opens up. An identifying number is automatically created for the structure by incrementation.
   



3. In the Description area, enter the description for the new structure.

You can modify the settings of the duplicated structure.

For more information on these fields, please refer to the previous section.

You can enrich or modify the correspondences of values between file and database at any time.

1. In the setup page for Structures, select the structure to modify and click the Modify the Equivalences button in the actions toolbar.
2. The definition page for correspondence tables opens up, with the set up correspondences for the selected structure.

For more information on the fields in this page, see the topic describing the creation process for the import file structure.