Systems Axis Diplomat (legacy)

How do I set to use this interface?

In the accounts centre record, select Systems Axis Diplomat (in the legacy group).

Cost Centre codes

Make a note of each code that you use in Diplomat its description.  Open the list of code classes in Match-IT using the Functions | Standing Data | All Code Classes menu.  Locate the CostCentre line and go into the Detail of the record.  Add each of the cost centres that you noted above.  We suggest that you use the Match-IT Instance ID and Full Name fields to represent the Diplomat Code and Description fields.  Use of the Match-IT Description field is optional.

Department codes

As above, adding department codes in Match-IT instead of cost centre codes.

Nominal  codes

Use the Match-IT All Code Classes menu as above to locate and edit the NominalAccount code class set to contain those nominal codes that you require; i.e. those that match-up with Diplomat.

VAT codes

Use the Functions | Standing Data | Accounts | VAT Codes menu in Match-IT and make sure that you have set up all the VAT codes that Diplomat requires.  When creating the VAT codes in Match-IT make sure that the code field is one of the single character codes that Diplomat requires.

Area codes

N/A.

Currencies

N/A.

Match-IT defaults

The table below shows a list of defaults and their values that need to be setup in Match-IT.  You can access Match-IT defaults by pressing F4 at any time. Click the Show all Classes check box at the bottom of the list to get a complete list.  When you edit each default you must set the System Value to the value shown in the table.

Class

Default name

Value

Notes

CS

Accounts Export Sales Inv. Lines

Yes

CS

Accounts Export Purch. Inv. Lines

Yes

CS

PO Department

-

Make sure this value is a valid Diplomat department.

CS

SO Department

-

Make sure this value is a valid Diplomat department.

CS

PO Cost Centre

-

Make sure this value is a valid Diplomat cost centre.

CS

SO Cost Centre

-

Make sure this value is a valid Diplomat cost centre.

Match-IT accounts centre

In Match-IT use the Functions | Standing Data | Accounts | Accounts Centres menu and enter the Detail of the Main account centre.  Select the SystemsAxis interface.  On the Run tab, in the Run this field you can optionally point at the Diplomat program, or start it by hand as necessary.

Match-IT ledger interface

In Match-IT use the Functions | Standing Data | Accounts | Ledger Interface menu and enter the Detail of the Main account centre.  This window defines the files that Match-IT and Diplomat will write when exporting their data.  We recommend these file names:-

CSV Export Files (files that Match-IT creates)

Cus Trans:        c:\axis7\csv\sl_trans.csv
Sup Trans:        c:\axis7\csv\pl_trans.csv
New Cus:        c:\axis7\csv\sales.csv
New Sup:        c:\axis7\csv\purchase.csv

CSV Import Files (files that Diplomat creates)

Cus Balances:        c:\axis7\csv\sl_agedm.csv
Sup Balances:        c:\axis7\csv\pl_agesm.csv
New Cus:                c:\axis7\csv\sales.csv
New Sup:                c:\axis7\csv\purchase.csv

Note that the Match-IT ledger files window may have slightly different field names than those shown above.  When referring to various import and export files in the sections below,  the document is referring to the appropriate filenames that you have defined in the ledger interface.

How do I import my customer list?

Run the Export Customer Records function and enter the export file name as specified above.  Leave Create Header Record unticked and all the other fields blank.

How do I import my supplier list?

Run the Export Supplier Records function and enter the export file name as specified above.  Leave Create Header Record unticked and all the other fields blank.

How do I import my customer credit balances?

Run the Export Customer Details function and enter the export file name as specified above.  Leave Header Record Required unticked, select Full in the Details To Extract drop down list.  Leave other fields at default.

How do I import my supplier credit balances?

Run the Export Supplier Details function and enter the export file name as specified above.  Leave Header Record Required unticked, select Full in the Details To Extract drop down list.  Leave other fields at default.

How do I export new customer accounts?

Run the Import Customer Records function and enter the file name to import as specified above.  Match-IT does not create header lines.  Start the import and review the import log.

How do I export new supplier accounts?

As above.  Work by example using the above instructions but use the Import Supplier Records in Diplomat.

How do I export new sales invoices?

As above.  Work by example using the above instructions but use the Import Analysis Invoices/Credits function in Diplomat.

How do I export new purchase invoices?

As above.  Work by example using the above instructions but use the Import Purchase Trans from CSV file function in Diplomat.

Field Lists

Exported Customers from Match-IT:

AccountRef             STRING(64)

ShortName              STRING(64)

Name                   STRING(64)

Address1               STRING(64)

Address2               STRING(64)

Address3               STRING(64)

Address4               STRING(64)

Address5               STRING(64)

ContactName            STRING(64)

ContactTelephone       STRING(64)

FaxNumber              STRING(64)

VATNumber              STRING(64)

CustomerGroup          STRING(64)

OrderSource            STRING(64)

EBusiness              STRING(64)

CurrentBalance         STRING(64)

DiscountPercentage     STRING(64)

FactorsReference       STRING(64)

OldestInvoiceDays      STRING(64)

SettlementDiscount     STRING(64)

DateOpened             STRING(64)

StdCreditPeriod        STRING(64)

MaxCreditPeriod        STRING(64)

PaymentDueDay          STRING(64)

PaymentDueMonth        STRING(64)

CreditLimit            STRING(64)

TradeOrRetail          STRING(64)

TurnoverYearToDate     STRING(64)

TurnoverLastYear       STRING(64)

TotalTurnover          STRING(64)

LastTransactionDate    STRING(64)

CoSYeartoDate          STRING(64)

CoSLastYear            STRING(64)

TurnoverThisPeriod     STRING(64)

CoSThisPeriod          STRING(64)

AccountType            STRING(64)

DefaultDepartment      STRING(64)

DefaultCostCentre      STRING(64)

DefaultLocation        STRING(64)

OnCreditHold           STRING(64)

ManualCreditStop       STRING(64)

UrgentNotesType        STRING(64)

NoDeliveryCharge       STRING(64)

SuppressCRCheck        STRING(64)

CashWithOrder          STRING(64)

SuppressInterestCalc   STRING(64)

HeadOffice             STRING(64)

InvoicetoBranch        STRING(64)

DiscountTermsDays      STRING(64)

ECCountryCode          STRING(64)

VanNumber              STRING(64)

DiscountCategory       STRING(64)

DiscountGroup          STRING(64)

PriceGroup             STRING(64)

PriceBand              STRING(64)

NatureofTransCode      STRING(64)

ModeofTransport        STRING(64)

DeliveryTerms          STRING(64)

DontReleaseToInvoice   STRING(64)

DontReleaseToGOA       STRING(64)

DontAllowInvoices      STRING(64)

DontAllowOrders        STRING(64)

SalesDocLanguage       STRING(64)

SelfBilling            STRING(64)

PriceOnGOADelNote      STRING(64)

TermsAndConditionsRef  STRING(64)

ExportCertificationRef STRING(64)

NotepadCode            STRING(64)

NotepadLine1           STRING(64)

NotepadLine2           STRING(64)

NotepadLine3           STRING(64)

NotepadLine4           STRING(64)

CategoryA              STRING(64)

CategoryB              STRING(64)

CategoryC              STRING(64)

CategoryD              STRING(64)

CategoryE              STRING(64)

CategoryF              STRING(64)

CategoryG              STRING(64)

CategoryH              STRING(64)

CategoryI              STRING(64)

CategoryJ              STRING(64)

 

Exported Suppliers from Match-IT:

AccountRef          STRING(64)

ShortName           STRING(64)

Name                STRING(64)

Address1            STRING(64)

Address2            STRING(64)

Address3            STRING(64)

Address4            STRING(64)

Address5            STRING(64)

ContactName         STRING(64)

ContactTelephone    STRING(64)

FaxNumber           STRING(64)

SupplierGroup       STRING(64)

CurrentBalance      STRING(64)

DiscountPercentage  STRING(64)

FactorsReference    STRING(64)

SettlementDiscount  STRING(64)

DateOpened          STRING(64)

CreditLimit         STRING(64)

TurnoverYearToDate  STRING(64)

TurnoverLastYear    STRING(64)

LastTransactionDate STRING(64)

NoDaysCreditTaken   STRING(64)

DiscountTermsDays   STRING(64)

ECCountryCode       STRING(64)

ManualPayments      STRING(64)

BACSAutoPayments    STRING(64)

ECMemberState       STRING(64)

NatureOfTransCode   STRING(64)

CountryofOrigin     STRING(64)

ModeOfTransport     STRING(64)

DeliveryTerms       STRING(64)

BankSortcode        STRING(64)

BankAccountName     STRING(64)

BankAccountNo       STRING(64)

BACSBankAccountNo   STRING(64)

BACSAccountType     STRING(64)

ChequePayee         STRING(64)

SuppliersAccountNo  STRING(64)

 

Exported Sales Transactions from Match-IT:

AccountRef STRING(6)

TransDate  STRING(6)  !DDMMYY

TransRef   STRING(6)  !Inv num LJ SF (left justified, space filled)

DeptCode   STRING(3)  !RJ SF (right just, space fill) use 0 for none

CostCode   STRING(3)  !RJ SF use 0 for none

SalesCode  STRING(3)  !RJ SF - "sales group" = 2

Nett       STRING(10) !RJ ZF £10 = 0000010.00 cr note = -000010.00

Vat        STRING(10) !RJ ZF £10 = 0000010.00 cr note = -000010.00

 

Exported Purchase Transactions from Match-IT:

TransDate   STRING(6)  !DDMMYY - 0 padded *without quotes*

AccountRef  STRING(6)

TransType   STRING(1)  !I or C

TransRef    STRING(6)  !Invoice#

InternalRef STRING(4)

NomCode     STRING(3)  !numeric *without quotes* - e.g. 10

DeptCode    STRING(3)  !numeric *without quotes* - 0 if n/applicable

CostCode    STRING(3)  !numeric *without quotes* - 0 if n/applicable

Nett        STRING(10) !*without quotes* - no commas for 1000's

VATCode     STRING(3)  !numeric without quotes

VAT         STRING(10) !*without quotes* - no commas for 1000's

Comment1    STRING(20)

Comment2    STRING(20)