Technical Note: 20011004030

ASCII File Structure for Accounting Interface

(Maitre'D 2002, and later versions of Maitre'D)

Accounting Interface

The ASCII file includes information needed to allow the import an account format in an accounting software. The file name is POSTxxxx.asc, where xxxx can take the value of 0000 to 9999. Once imported by the accounting software, the files must be deleted. If for any reason the import could not be performed, the file must be rename as POSTxxxx.ERR. If possible the accounting software must indicate the reasons why it was refuse at the end of the file.
All transactions are in the same format. The transaction is 42 bytes set as:

Length

Type

Purpose

1 ASCII Transaction code
1 ASCII Transaction type
8 ASCII Account number
3 ASCII Information field
2 CR / LF Carriage return
Here are the transaction codes available:

Code

Type

Account

Field

Remark

0 none none remark  
1 none none date Universal format (YYMMDD)
2 none none date due Universal format (YYMMDD)
3 none none description  
4 none none Reference number Check, deposit, bill number
5 1 none none Bank deposit
5 2 none Supplier code Payable account
5 3 none Employee code Salary
5 4 none Customer code Receivable account
6 D   Amount Debit of xxxx.xx
6 C   Amount Credit of xxxx.xx
7 none none none End of the transaction
NOTE: A field not used will be filled with spaces.
Example: Bill of $125.00 from HYDRO received the 2nd of august 1990, date due august 17 1990.
0 BILLING HYDRO-QUEBEC CR / LF
1 900802 CR / LF
2 900817 CR / LF
3 HYDRO-QUEBEC CR / LF
4 241850 CR / LF
52 0234 CR / LF
6D6190 125.00 CR / LF
6C2300 125.00 CR / LF
7   CR / LF
Bank deposit of $400.00 august 3 1990
  $100.00 Food sales
  $100.00 Beer sales
  $100.00 Liquor sales
  $100.00 Wine sales
  $40.00 Tax
  $25.00 Other revenue
  $25.00 Misc. expenses
  $40.00 AMERICAN EXPRESS
0 DAILY DEPOSIT # 152 CR / LF
1 900803 CR / LF
3 DAILY DEPOSIT CR / LF
4 152 CR / LF
51   CR / LF
6D1001 400.00 CR / LF
6C3001 100.00 CR / LF
6C3101 100.00 CR / LF
6C3111 100.00 CR / LF
6C3121 100.00 CR / LF
6C2001 40.00 CR / LF
6C3501 25.00 CR / LF
6D6190 25.00 CR / LF
6D1101 40.00 CR / LF
7    
You could provide the chart account to your Maitre'D software with the following file: CHARTE.ASC
"1001___ ","PETTY CASH___________________________",100.00CR / LF
"1002___ ","BANK_________________________________ ",-2453.25CR / LF
etc...
The account number must have 8 characters and the description 40, the amount is optional. Each time this file will be modify, Maitre'D will update his chart account.
You can provide the Bank balance to the Maitre'D system with the following file: BANQUE.ASC
"1002____ ","BANK________________________________ ",-2453.25CR / LF
The amount must be at the same position.
You can provide the customer list to the Maitre'D system with the following file: CLIENT.ASC
"1001___________ ","Mr BOB________________________________",5000.00CR / LF
"1002___________ ","Mrs SMITH_____________________________ ",2453.25CR / LF
"1003 ___________","BRIAN ADAM ___________________________", 0.00CR / LF
etc...
The Customer number must be 16 characters and the description 40. Modify this file only if you have modifications to do, The Maitre'D system will update his customers list every time that this file will be modified.