Define External File Template

Explanation

Use this activity to define an external file template header in the External Files toolkit.

A file template is always associated with an external file type and it defines how to handle the data associated with this file type. A complete file template definition consists of the following:

• Header data such as file template identity, associated file type and general options.
• Detail data, describing how to interpret an input file or how to write data to an output file.
• Input Files options, defining data and options valid for input files. A file template can not be used to interpret input files unless these input options have been defined.
• Output file options, defining data and options valid for output files. A file template can not be to create output files unless these output options have been defined.

During installation some pre-defined system templates will be installed. These templates serves as default templates that can be used directly by the dedicated interfaces, more specifically by the

• External Currency interface in Accounting Rules
• External Vouchers Interface in Accounting Rules
• Budget Export and Import interfaces in General Ledger
• External Customer Invoices interface in Invoice
• External Supplier Invoices interface in Invoice
• Import File Snapshot interface in Consolidated Accounts
• Tax report handling in Tax Ledger
• External Interfaces in Payment

All pre-defined file templates are system defined and can only be partly modified by the end user, such as defining input and output file options. It is however easy to copy an existing template definition if it is required to create other file templates than the system defined ones.

Prerequisites

A external file template is always associated with an external file type which means that at least one external file type must exist to be able to create a new file template. System defined external file types are defined during installation and these file types are normally sufficient since each file type is associated with one specific interface in a component.

If the purpose is to use the file template for files with separated value lines then external file separator definitions must be available.

System Effects

When an external file template header has been defined then the following must be done to be able to use it:

• Define file template details.
• Define Input and/or Output Files options.
• Define file template control instructions if necessary.
• Make sure that the template definition is valid.
• Mark the file template as active.

Window

External File Template

Related Window Descriptions

External File Template

Procedure

1. Open the External File Templates window and populate.
   Click to mark any line, then right-click and click Details.
   If the purpose is to modify the definitions of an existing template then this template should be marked.
2. Click New.
3. Supply data in the General tab:

• Template identity and description.
• File type that the template is associated with. Use LOV to see available file types.
• Define Line Type data, i.e. if the values on a file line are separated by a specific separator or not, the identity of this separator and if each value is enclosed by a specific character or string.
• Define data specific for Number Columns, such as decimal symbol and denominator.
• Define data format for date columns.
• Define if the template is an active template or not.

4. Click Save to store the file template header.
5. Continue by defining

• File Template details
• Options for Input Files
• Options for Output Files
• File Template Control statements for input and/or output files.
• Check if the file template definitions are valid.