SQL Accounting Linking

Introduction

We had 4 Methods to Integrate/Link to SQL Accounting

• SDK Live (Recommended)
• SQL XML Import
• SQL Text Import
• SQL Acc XLS n MDB Import

SQL Accounting GST Program

May get it from http://www.estream.com.my/webstore/products

Database

Sample DB

• http://www.estream.com.my/document/SQLLink/GST-SampleDB-20141203.zip
• http://www.estream.com.my/document/SQLLink/Video-RestoreDB.zip

Empty DB

1. At the Login Screen Click 2 dot Button
2. Click Create New Database
3. Follow the wizard

Default UserName & Password is ADMIN

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Things To Consider Before Import/Post

Before wanted to Import/Post to SQL Accounting Database, below information/setting must set in the SQL Accounting

01. Click Tools | Options... | Customer

Tick(Select) the option

• Use Cash Sales No. for Payment Received

Untick(UnSelect) the option

• One Cent Different Rounding (Local Currency Fields) for all AR/SL Documents (Recommended)
• 5 Cents Rounding (Sales Invoice)
• 5 Cents Rounding (Cash Sales)

02. Click Menu: Tools | Maintain User... | New

Create New User (eg POS)

03. Click Menu: Tools | Maintain User... | Access Right

Tick (Select) the option

• Override Customer Credit Control under the Group : Customer

Untick (UnSelect) the option

• Prompt Replace Unit Price Dialog under the Group : Sales

04. Must be had/valid in SQL Accounting

Field	Location/Form
Customer Code	Customer => Maintain Customer
Supplier Code	Supplier => Maintain Supplier
Terms Code	Tools => Maintain Terms
Project Code	Tools => Maintain Project
Sales/Purchase Account Code	GL => Maintain Account
Sales/Purchase Return Account Code	GL => Maintain Account
Cash/Bank Account Code	Tools => Maintain Payment Method (Created from Maintain Account)
Agent Code	Tools => Maintain Agent
Area Code	Tools => Maintain Area
Currency Code	Tools => Maintain Currency
Tax Code	Tools => Maintain Tax (if had GST)

05. Below is Optional (i.e. if had post/import item code to SQL Accounting)

Field	Location/Form
Item Code	Stock => Maintain Stock Item
Location Code	Stock => Maintain Location
Batch Code	Stock => Maintain Batch

ALWAYS do backup the database First before Import/Post to SQL Accounting

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Table/Fields Detail

• Updated 19 Aug 2015
• http://www.estream.com.my/document/SQLLink/DetailSpec.xlsx

Normal Used Table Name

---Sales Side---

• AR_Customer - Maintain Customer
• SL_IV - Sales Invoice
• SL_CS - Cash Sales
• SL_CN/AR_CN - Credit Note
• SL_DN - Sales Debit Note
• AR_PM - Customer Payment
• AR_IV - Customer Invoice
• AR_DN - Customer Debit Note

---Purchase Side---

• AP_Supplier - Maintain Supplier
• PH_PI - Purchase Invoice
• PH_SC - Purchase Return
• PH_SD - Purchase Debit Note
• AP_SP - Supplier Payment
• AP_PI - Supplier Invoice
• AP_SD - Supplier Debit Note
• AP_SC - Supplier Credit Note

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Posting Information

• Detail Data should Group by Stock Group/Category & TaxType (ZRL or SR) & Itemcode (if wanted import itemcode)
• Eg. Cafe can be group by

- Food - SR

- Food - ZRL

- Beverage

- Service Charges

- Rounding

• Eg. Today got 10 transactions

- 8 is Simplified Invoice - Group as 1 Doc No - POS-00001

- 2 is Full Tax Invoice/Credit Sales Invoice - 1 by 1 in - POS-00002, POS-00003

• All can post to SL_CS & AR_PM
• Below is example Today Total Simplified Invoice Sales is RM1000

Method 1 (Recommended)

It will be had 4 transactions

 1. RM1000 - Post to SL_CS & P_PaymentMethod field is empty
 2. RM700 by Cash - Post to AR_PM
 3. RM200 by MasterCard - Post to AR_PM
 4. RM100 by CreditCard - Post to AR_PM

Pros : Easy to Edit or Delete the transactions
Cons : Many Posting document

Method 2

It will be had 3 transactions

 1. RM700 by Cash - Post to SL_CS P_PaymentMethod field
 2. RM200 by MasterCard - Post to AR_PM
 3. RM100 by CreditCard - Post to AR_PM

Pros : Less Posting document
Cons :

• Not Easy to Edit or Delete the transactions
• Cash Sales OR number unable to override (i.e. System Auto set/assign)

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Extra Notes

• Both Full Tax & Simplified IV can use same Debtor Code as Not mention required Customer GST ID
• Government 5 cents Rounding Mechanism - NO Tax/GST Code
• Deposit for Non Refundable can use Customer Payment (AR_PM) & set NONREFUNDABLE field to 1

- Default is SR

- Will auto reverse once it being Knock-Off

• Doc Disc should proportion by sub total amt for mix tax code (See Cash Sales POS-DocDisc)

Example

- Doc Discount = 10% of Document Discount

- Sub Total for SR = 150.24 => Disc (150.24 * 10%) = 15.02

- Sub Total for ZR = 988.88 => Disc (988.88 * 10%) = 98.89

0r

- Doc Discount = 113.91

- Sub Total for SR = 150.24 => Disc ((150.24/1139.12) * 113.91) = 15.02

- Sub Total for ZR = 988.88 => Disc ((988.88/1139.12) * 113.91) = 98.89

• Mixed Supplies Tax Code

- ES

- TX-ES (Replace TX-N43)

- TX-RE

• Realise Bad Debts Use CN as Normal

- System will contra the provision bad debts done at GST-03 by 6 mth bad debts

- Make sure Knock the actual Bad debts Invoice

• For Purchase Invoice(PI) MUST 1 by 1 post in (i.e. can't Group multi PI in 1 PI)

FAQ

Prompt Invalid class string, ProdID: "SQLAcc.BizApp" Error while try to link to SQL Accounting.

1. Login SQL Accounting
2. Click Tools | Options
3. Click Register & follow wizard
4. Exit SQL Accounting
5. Login SQL Accounting
6. Try run you application to link again

If still prompt after above steps

1. Uninstall SQL Accounting
2. Stop Anti Virus
3. Reinstall SQL Accounting
4. Run the above steps again

Prompt Access Violation when import.

This happen due to

1. The fieldname is not match with SQL Accounting (eg SQLAcc fieldname UDF_Width yr had call for UDF_Weight)
2. Old version of SQL Acc Import program, try update the SQL Acc Import program
3. The fieldname had the empty space at the beginning and/or end (norm happen if import from Excel) eg 'DocNo ' or ' DocNo' instead of 'DocNo'

Why after import the DO still had outstanding even the Invoice had imported?

Yes all import will loss the Transfer status (i.e. if import DO & IV will treat as different) except using SDK import with condition

Which field should I map/insert to for Credit Note & Debit Note for Invoice Number, Invoice Date & Reason?

In Generally(Recommended) you can use below field (All in Header Field)

SQL Accounting Field	Mapping Field	Description
DocNoEx	Invoice Number	Field Size : 20
DocRef1	Invoice Date	Field Size : 25
Description	Reason	Field Size : 200

If you wanted posted in Detail Field also can

SQL Accounting Field	Mapping Field	Description
Remark1	Invoice Number	Field Size : 200
Remark2	Invoice Date	Field Size : 200
Description2	Reason	Field Size : 200

Can I post/import to SQL Accounting in Monthly Basis?

No for GST Era. It advice able to do Daily Basis posting/import as user had more time to verify if posting/import had Error/Problem

Below is the proper steps to do posting/import

• Backup
• Post/Import to SQL Accounting
• Compare Listing in SQL Accounting with the POS/External Program Listing

In my system had multiple level document discount, how to post to SQL Accounting?

You can insert 2 or more rows(depend how many level you had) of item as negative unitprice.

But as mention above Extra Notes proportion by sub total amt for mix tax code.

Can I do like this, DR Bank/Cash In hand/Debtor & CR Sales Account using Journal?

No. The correct Double Entry is as following

- Invoice

DR Debtor

CR Sales Account

- Payment Received

DR Bank/Cash In Hand

CR Debtor

Can I use just ADMIN ID to Import/Posting?

No. ADMIN had full Access Right & if had problem user might had problem trace back who doing the importing...

It adviceable to create Another ID with less Access Right

Can SQL Accounting & External Program(eg POS) Import/Posting doing Stock Control in same time?

Yes, but we Recommended External Program(eg POS) to do all the Stock Control if the External Program(eg POS)

able to do all the report Required by the User.

Reason :

01. Faster Import time

02. Timing issue as in SQL Acc the Qty is ALWAYS outdated cause real Stock In/Out is from the External Program(eg POS)

03. Data redundancy as 2 same data for different system

04. Avoid wasting time on Sync correctness stock data between 2 system

Can SQL Acc accept negative amount?

Yes if for Item Row Amount

No all document amount(DocAmt field) must not below 0

Is there any setting for transaction without GST?

No there is no special setting. All you had to do is to set the following field to

Field	Value
Tax	''
TaxInclusive	0
TaxAmt	0

How to post If supplier given is Simplified Invoice but exceed RM500?

It advisable to ask the user to Request Full Tax Invoice from their supplier as user might pay double Tax due to add back for non claimable amount to the company profit by their Audit/Accountant.

Below is example(suggest) how we post to Simplified Invoice from supplier

• Need assistance? May email to support@sql.com.my

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