The main program should be added to the menu system (e.g ). Menu security should be set up to restrict user access. Frame in ASCII - Version

Transcription

1 Product: MFG/PRO Module: Finance Solution: Export of MFG/PRO Data for Tax Audit Software IDEA Introduction Data can be extracted from MFG/PRO (according to IDEA guidelines) to fulfil demands from tax authority. These data (a set of *.csv files) can be imported into IDEA for further processing within tax audit software "IDEA" and "TaxAudit". 1. Data export from MFG/PRO Preconditions in MFG/PRO: A directory which contains the exported *.csv files is needed. Additionally, a file index.xml is created during the export process. This file describes the content of the *.csv files and their relations and is necessary for the import process into IDEA. It is recommended to copy the file gdpdu dtd into this directory. The file is not necessary for the export but for the IDEA import. Main program: i-idea.p The main program should be added to the menu system (e.g ). Menu security should be set up to restrict user access. Once program i-idea.p is started, this frame appears: Frame in ASCII - Version Frame in GUI Version Page 1 of 8

2 Meaning of fields Directory: Begin: End: The directory which contains the exported *.csv files and index.xml. Start date for data export (Begin of the audited interval) End date for data export (End of the audited interval) Output Files with Zero-Records: "No" In case a table doesn t contain any records within the selected interval, it will be skipped during export (recommended). "Yes" In case a table doesn t contain any records within the selected interval, an empty export file will be created. This can be useful for verification purposes. Entity: Export of data can be restricted to a given entity. If no entity is selected, data of all entities will be exported. USER -Fields: Export of user fields from Progress tables (provided by QAD for user specific customizations) "No" Export of user fields will be suppressed. "Yes" User fields will be exported. QAD -Fields: Export of QAD fields from Progress tables (used by QAD internally) "No" Export of QAD fields will be suppressed. "Yes" QAD fields will be exported. After finishing the first screen a browser lets you select the tables needed for the audit. Nearly 300 tables are shown. These functions can be used: ENTER: toggles the current line between Y and N (i.e. selected/deselected). TABULATOR: switches between columns File and Exp, automatically sorting the browser lines. This simplifies the verification of selection. F3: toggles ALL lines between Y and N. F7: enables selection by categories. <string> goes to the first table beginning with <string>. For a new search the cursor have to be set to the first character again. Frame in ASCII - Version Page 2 of 8

3 Frame in GUI - Version Via F7 function key the selection by categories frame is shown. In most cases this way is more convenient to identify the tables for export. The desired category is selected or deselected via <ENTER>. F1 function key selects automatically all related tables. The classification of tables into categories is done via records in generalized codes (menu ). Frame in ASCII - Version Page 3 of 8

4 Frame in GUI - Version Once the export is started the actually processed table and a record counter are displayed to show the progress. After finishing the export an "End of report" message is displayed. The actual run time depends upon amount of data and server performance and can reach several hours. i-idea.p IDEA-EXPORT Dat: 02/10/05 Seit: 1 Your Name Here Zeit: 17:09:31 Programm Datei Bezeichnung Saetze Zeit i-abd.p abd_det Asset Book Detail 0 14:11:12 i-abs.p abs_mstr ASN/BOL/Shipper Master :16:59 i-absc.p absc_det Shipment Carrier Detail 0 14:16:59 i-absr.p absr_det Shipment Requirement Detail 0 14:17:00 i-ac.p ac_mstr Account Master :17:00... i-wcr.p wcr_route Work Center Routing Standards 0 17:07:11 i-wo.p wo_mstr Work Order Master :07:19 i-wod.p wod_det Work Order Detail :08:11 i-wr.p wr_route Work Order Routing :09:27 Ende 17:09:32 Ende der Liste REPORT CRITERIA: Report Submitted By: userid Directory:./IDEA Begin: 01/01/05 End: 31/12/05 Output Files with Zero-Records: No Entity: USER-Fields: Yes QAD-Fields: Yes Mark: 360 Output: 360 Output: IDEA_EXP Page 4 of 8

5 2. Import of MFG/PRO data into IDEA The tax audit software IDEA" consists of the modules "IDEA" and "AIS TaxAudit". Both modules contain an import wizard SmartX for IDEA. Preconditions: "IDEA", "AIS TaxAudit" and SmartX for IDEA are installed on a PC (also, the USB-Dongle ("WIBU-BOX") is installed und attached). Data from MFG/PRO are provided on ISO Media (CD, DVD) or in a directory. Read access is sufficiently. Data must consist of: - MFG/PRO files (*.csv files) - file "index.xml" (is created during MFG/PRO data export) - file "gdpdu dtd" (system file, contained in the IDEA export interface package) Before starting the data import Start IDEA software. Select View / Options ("Ansicht / Optionen"). Set these flags: - mark create field statistics automatically ("Feldstatistiken automat. erstellen"). - mark "Don t create file with erroneous data during import ("Keine Datei mit fehlerhaften Daten während des Imports generieren"). Explanation: IDEA lacks of methods for the handling of date fields containing no entry (Example: The modification date in item master (pt_mod_date) is empty as long as there were no changes after creating the item. The field contains a? instead to mark it as a NULL value). In such cases, according to the IDEA guide lines, a string of eight naughts ( ) shall be exported. In fact, these values are treated as erroneous by IDEA and will be listed in the import error report. Thus, the error report is of no use and can be suppressed by these settings described above. Page 5 of 8

6 Performing an import in IDEA - Start the SmartX Import wizzard (located in Windows-Start menu All Programs/Audicon/SmartX/SmartX for IDEA ) A window appears: (click Continue / Weiter ) - Enter the full path to index.xml or use the Search button. Besides the index.xml file the directory must contain the description file gdpdu dtd. If missing, the file can be copied from the IDEA CD. The content is not affected by exports. The file index.xml is created during each export. It contains declarations concerning the date interval and so on and mustn t be changed manually. - After reading both files the company name is displayed. Click the Continue > button. The Import wizzard displays all tables, e.g. in alphabetic order: - Page 6 of 8

7 - Optionally: After marking a line and a click on the Properties button a frame displays all fields (columns) of the selected table. A table can be joined with other (detail) tables via key fields. The tab Joins ( Verknüpfungen ) shows these connections. Notice: Knowledge of table names as defined in the Data Dictionary of the exported PROGRESS database is required. If necessary the auditor is to support. IDEA can refer to these joins later in the audit. - Select all tables to import. To select a single table use the mouse or the space bar. To select all tables use <Ctrl>+A. Click the Continue > button. All selected tables are displayed once again: Page 7 of 8

8 - Now the csv files are processed. A progress bar shows which file is currently analysed or imported. Please notice that the import may last some time as well. When importing complete financial years, some hundreds of MBytes will be imported. - Once the import has finished, the imported tables are displayed on the left side of the screen in an Explorer-like view. All hints referring to records containing errors have to be checked separately. Records can be imported and marked as erroneous, if fields left blank or contained an undefined value within the PROGRESS database (? ). Nevertheless, these records are available without any restrictions. Erroneous field values are replaced by IDEA default values (e.g ). Now the number of imported records can be compared with the number of records from the export protocol. Example: Table name # Records due to Export Protocol # Records in IDEA ac_mstr acd_det ad_mstr ap_mstr ar_mstr ard_det cm_mstr idh_hist ih_hist so_mstr sod_det vd_mstr vo_mstr vod_det /1/ StreamServe, das StreamServe Logo und Intelligent Business Communications sind Handelsmarken (Trademarks) von StreamServe. /2/ "QAD Inc.", "QAD", "MFG/PRO" und "eb Desktop" sind Handelsmarken und/oder Dienstleistungsmarken von QAD. /3/ Alle anderen Handelsmarken, Dienstleistungsmarken und Logos, die in diesem Dokument benutzt werden, sind Marken und Logos ihrer Eigentümer und werden dementsprechend ebenso anerkannt. Page 8 of 8