File Structure for Commercial Forecasts

From the Modules Tasks pane, select the Commercial Forecast Import Structure option in the Import/Export folder of the FX module.

The setup page for file structures of Commercial Forecasts, is displayed with the list of the 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 records in characters and the presence and 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
• How to delete lines in the table, click here
• 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.

1. In the setup page of file structures for Commercial Forecasts, 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	The "Import" function is selected. No action can be performed on this field.
Length	Specify the length of a record in characters including spaces. A record of the file consists of a string of characters containing the information of a single line.
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 between day, month and year of the record date.
Decimal Symbol	Select the decimal separator for the amounts.
Nb of digits after decimal	Select the number of digits after decimal.

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

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

This page enables you to set up eleven fields for each record, corresponding to eleven types of information on the transaction.

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 Commercial Forecast 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. Note: In version 3.0, field lengths are fixed. You do not have to specify a terminator.

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 in the file 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 in four tabs.

• The Accounts tab enables you to establish equivalences between bank account codes.
• The Transactions tab enables you to establish equivalences between the codes of transaction types.
• The Companies tab enables you to establish equivalences between company codes.
• The Currencies tab enables you to establish equivalences between currency codes.

In the Accounts tab, select the option Do you want to use the equivalences set up for Bank Accounts? if needed.

Each tab contains a four-column table.

• The column called N°, shows a number that identifies each equivalence.
• The column called Internal Field, shows the bank account codes saved in the database.
• The External From column enables the definition of the lower limit for the interval of the external account codes.
• The External To column enables the definition of the upper limit for the interval of the external account codes.

6. If you did not enable the option Do you want to use the equivalences set up for Bank Accounts?, click Add to create a correspondence.

A line is added in the table.

7. On this line, click the button in the Internal Field column to select the bank account code existing in the database.
8. In the External From column, enter the lower limit of the interval for the external identifiers of bank accounts expected in the imported file.
9. In the External To column, enter the upper limit of the interval for the external identifiers of bank accounts expected in the imported file.
10. Click the Add button to add a new line or the Delete button to delete the selected line.

Complete the same steps again and as many times as necessary, to complete the correspondence table.

11. Click the Transactions tab.

Each tab contains a three-column table.

• The column called N°, shows a number that identifies each equivalence.
• The column called Internal Field, shows the transaction type codes saved in the database.
• The column called Internal Field, shows the transaction type codes contained in the files to import.

12. Click Add to create a correspondence.

A line is added in the table.

13. On this line, click the button in the Internal Field column to select the transaction type existing in the database.

The transaction type code is displayed in the Internal Field column.

14. In the External from column, enter the transaction type code expected in the imported file.
15. Click the Add button to add a new line or the Delete button to delete the selected line.

Complete the same steps again and as many times as necessary, to complete the correspondence table.

The Companies and Currencies tabs look like the Transactions tab.

Go through the same process to set up the correspondences of the company codes and currency codes in these tabs.

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

The structure test page is displayed.

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

A contextual menu appears.

18. 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.
19. Double-click the name of the file to select it, or click the name of the file, then the button .

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

20. Click Test.

The records are displayed in a table and the values are extracted according to the fields defined in the file structure.

At the bottom of the table, the number of records found in the file is displayed.

21. Check whether the file matches the expected result regarding the number of records and values in the fields. Correct the structure or the file if required.
22. 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 structures list.

Now the setup is completed, you can import the commercial forecast files. Refer to topic Importing Commercial Forecasts for more information.

You can create structures using the copy function on an existing structure.

1. In the setup page for Structures, select the structure to duplicate and click the Duplicate button in the actions toolbar.

A dialog box opens up, suggesting you modify the duplicate.

2. Click Yes to modify the duplicate.
3. The creation page for structures completed with the settings of the duplicated structure, opens up. An identifying number is automatically created for the structure by incrementation.

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

You can modify the settings of the duplicated structure.

For more information on the setup pages for File Structures, see the previous topic.

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 Modify the Equivalences in the actions toolbar.
2. The definition page for Correspondence Tables opens up, with the correspondences set up 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.