Sales Transaction Matching

Sales invoices and receipts will be created by automated Sales Order Processing initiated by Flightdeck. YSP will not approve the receipt until cash or cheques are cleared in the company bank account or a credit card receipt is identified on the merchant provider’s statement of account. The approval will be managed in Flightdeck with “paid in full” amount and date fields. Update of these fields in Flightdeck will generate a “Sales Transaction Matching” CSV file to be processed as described below.

In general, transaction matching can be done at any time, for any amount and for any transactions. Therefore we will not attempt an all-encompassing automation but one meeting the specific needs of YSP. These are to match paid in full receipt for an individual customer invoice.

In \Automation\ Pending\, Prelude Desktop will scan for CSV files named
“YYYYMMDDHHMMSSMMM-CC-TTT.CSV” where:
CC – Company Number – the franchisor company two-alphanumeric code
TTT – “STM” – Sales Transaction Matching
YYYYMMDDHHMMSSMMM – Date/Time – date/time stamp
CODE – Char(8) – Customer Account code in Prelude Desktop (validated)
REF – Char(16) – For YSP, this is Job-FranchiseeNr-OrderNr
MATCH_DATE – Date – Date matching is to be processed (validated)
TRIGGER – Char(1) – To trigger specific behaviour
CODE will identify the Sales Ledger account in Prelude Desktop
REF – will identify the invoice and receipt(s) to be matched.

Reject the CSV file if any of the following apply:
There is no invoice in SLTRAN with this REF for this Customer
“Order REF for Customer CODE has not been invoiced”
YSP specific
IF CC = NN (from YSP=NN Diamond.ini) AND
this Customer is not associated with another Prelude Desktop company AND
TRIGGER = ‘’ or is omitted AND
there is no invoice in PLTRAN with this REF
“Franchisee order REF has not been invoiced”
IF CC = NN (from YSP=NN Diamond.ini) AND
this Customer is not associated with another Prelude Desktop company AND
TRIGGER = ‘’ or is omitted AND
there are invoices in PLTRAN with this REF for more than one Supplier
“More than one franchisee is associated with order REF for Customer CODE”
Move to Quarantine folder with the error message in the log file and email
If not rejected, process as follows
Update MDATE with MATCH_DATE for all records in SLTRAN with Open # 0.00 with this REF for this Customer
YSP specific
IF CC = NN (from YSP=NN Diamond.ini) AND
this Customer is not associated with another Prelude Desktop company AND
the total Open amount of SLTRAN.debits with this REF for this Customer DOES NOT MATCH the total Open amount of the SLTRAN.credits with this REF for this Customer
error message in the log file and email
“Order REF for Customer CODE either has the wrong invoice amount, is not fully paid or is overpaid”
IF CC = NN (from YSP=NN Diamond.ini) AND
this Customer is not associated with another Prelude Desktop company AND
the total Open amount of SLTRAN.debits with this REF for this Customer EXACTLY MATCHES the total Open amount of the SLTRAN.credits with this REF for this Customer THEN
Match the full Open amount of all SLTRAN records with this REF for this Customer
Update SLTRAN, CBTRAN, VATCASHAUDIT etc. accordingly as for manual SL transaction matching
IF CC = NN (from YSP=NN Diamond.ini) AND
this Customer is not associated with another Prelude Desktop company AND
TRIGGER = ‘’ or is omitted THEN
Update MDATE with MATCH_DATE for all PLTRAN records with Open # 0.00 with this REF
From SUPPLIER.DBF identify Prelude Desktop company NN for PL Account of these PLTRAN records
Update MDATE with MATCH_DATE for all NN.SLTRAN records with Open # 0.00 with this REF
Move CSV file to Sales Transaction Matching folder with a success message in the log file