RECEIVING > Utility > Data Interfaces > Export new receipts > Standard format > Export (file and/or report)
If receipt transactions that are entered in SpendMap are needed by another system, you can use this utility to transfer new receipt transactions to the other system, either electronically or in report format.
For example, you might export receipts to update stock levels in a third party inventory system or you might pass receipts to Accounts Payable to use during the invoice approval process (although SpendMap includes its own, fully-integrated inventory control and invoice approval modules).
The export will only include new receipts (i.e. receipts that have not yet been transferred), so you do not have to worry about duplicate transactions as you would if you were simply exporting transactions by date range. As receipts are processed in SpendMap, they are stored in a separate holding file where they remain until the interface takes place. At that point, the receipt transactions that were successfully exported will be “marked as sent” to ensure that they are not sent again.
Noteworthy Questions & Options
•Depending on how you have configured the Receipts Interface, each time you run this utility, SpendMap will either 1) create an interface file, to be imported into the other system, or 2) print a hard copy report listing new receipt transactions, or 3) a combination of these (i.e. create a file and report). Therefore, the prompts that are displayed will differ accordingly.
| If you print the report, items in bold represent canceled transactions. If you create an interface file, it will be called REC-TRAN.TXT/CSV and can be viewed using Saved Reports and Files. Once the data is successfully imported into the other system, this file must be deleted or renamed in order for SpendMap to send the next batch of transactions. That is, the removal of this file signals to SpendMap that the last batch was transferred successfully and the other system is ready for the next batch of (new) receipts. Each time you create a new interface file, SpendMap will make backup copies in the /BACKUP folder on the server in case you need them for future reference. |
•You will be asked if the previous transfer was successful. If you select [YES], transactions from the previous transfer will be “marked as sent” to ensure that they are not sent again. If you select [NO], transactions from the previous transfer will be sent again (in addition to any new transactions there were processed since the last transfer). This gives you an opportunity resend old transactions in the event that the last transfer file was lost, damaged, etc.
