OA Interface Management
OpenAccounts interfaces to DbCapture for the import of all Invoices and Credit Notes, and MRI Housing (Orchard) for the matching of relevant Invoices to Repairs Jobs. This process enables routine Interface management and the correction of basic errors
Contents
Locating the Interface Files
Checking the Interface
Deleting Interface Entries
Locating the Interface Files
Within the System Menu/OpenLink is a menu for Interface Routines
The interface routines are generally robust and need little maintenance, but on occasion, an entry can fail. The most frequently used items on the menu will be IF10 and IF03.
On first use of any of the menu options, every historic interfaced item will be displayed. These can be filtered as required using 
to sort for records that have a Status = Error
Select 
to display only those entries that are failing to interface correctly. If you save this layout, you will not need to repeat this step.
Checking the Interface
Select 
and reduce your list to only show the entries that are in error
Before you go any further, ensure you column headings are set up in the following order:
- Interface Id
- Source Account
- Input Date
- Original Reference
- Reference
- Document Date
- Receipt Date
- Status
- Type
- Document No.
- Document Value
- Error Text
- User
- Period
- Year
- Company
If not, click on the right mouse button and use the Select Columns function to change the columns. This is important as you are about to copy data into a spreadsheet and the columns must match up.
Next you must set the list to display only those records with an error. To do this, use 
to sort for records that have a Status = Error
Select 
to display this more limited list
Using Ctrl C, export any records shown to Excel. Paste the records into the file for the current financial year (named Interface Management Log yyyy), taking care not to overtype any existing data. If you have duplicated a row because you have outstanding entries from the last time the process was run, delete the duplicates. Save the file.
Run 
for each source A/C in turn and review the error. Add your user ID and any comments on the records to columns Q & R. Save the file.
Note: There is a tab in this file called Error Messages, which gives details of how to best manage each type of error. If you come across a new Error not on this list please add it, and how you rectified it, for future reference.
Any records that you can confirm as duplicated invoices for payment, or are invoices that have already been paid, can be immediately deleted using the process below. Send any remaining entries to the PL team for investigation.
Once the PL team confirm they have taken any necessary actions, delete the incorrect interface entries using the deletion process below
Deleting Interface Entries
Open 
. A list matching the entries in IF10 will be displayed.
Use 
to remove the required entries ONE AT A TIME. There is an option to delete a range, but this should not be used as it will delete every item between the first and last numbers selected, INCLUDING any that have posted correctly.
You will see this message
Say Yes. The error will disappear from the list.
Continue deleting all the required entries. When finished, select 
to leave the module.
You will be re-directed to the System Utilities Spooler. This will generate a record of the deletions. Say 
to run the process. On completion, another message appears
Say yes to open the spool record
the Spool file to yourself and save it in the Interface Management\Cleared Errors folder
Complete columns S – U on the Interface Maintenance Log for the current year and save the file.