The ManageMore Interchange Format was developed to create a standard method for importing transactions from other financial programs and database applications to the ManageMore Business Software. It also can serve as a method for auto-creating new A/R invoices based on special scenarios (like metered services — calls, minutes, messages, etc.)
The file headers in an MIF file tell the program how to import the type of data that follows (i.e. a transaction or transaction detail). Each header specifically defines a field in the ManageMore database. The file header is identified by the first column containing the keyword “!TRANSACTION”. This file header line is usually located in the first row. Subsequent rows should begin with a header tag of “TRANSACTION” to identify the rows that are using this file header layout.
In the example below, we show a small section of how the structure should look:
| A | B | C | D | E | F | G | |
|---|---|---|---|---|---|---|---|
| 1 | !TRANSACTION | TRANTYPE | DATE | CUSTOMERID | DESCRIPTION | SKUPRICE | TOTALAMOUNT |
| 2 | TRANSACTION | 1 | 01/01/2004 | 1732 | Service | 9.95 | 9.95 |
| 3 | TRANSACTION | 1 | 01/12/2004 | 4954 | Late Fee | 4.95 | 4.95 |
Each row after the header file will signify a unique transaction that is being imported. Notice how the first value in each of these rows (except the first row which is the file header) begins with the header tag “TRANSACTION” without the exclamation point (as shown above).
The example above shows a simple 1:1 transaction relationship, but does not account for more complex 1:Many relations whereby several detail items are composed of a single invoice. For these types of scenarios, ManageMore allows you to define another file header which identifies the detail items of a transaction. This header line must begin with “!TRANDETAIL” and include valid header fields that relate to transaction details. Subsequently, rows that are related to detail items must begin with the header tag of “TRANDETAIL” without the exclamation.
The example below shows a small section of both the transaction and transaction detail header lines along with a few sample data records for import.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | !TRANSACTION | TRANTYPE | DATE | CUSTOMERID | TOTALAMOUNT | BALANCE |
| 2 | !TRANDETAIL | SKU | DESCRIPTION | SKUPRICE | ||
| 3 | TRANSACTION | 2 | 01/12/2004 | 1265 | 60.00 | 60.00 |
| 4 | TRANDETAIL | LS1100 | Lawn Service | 35.00 | ||
| 5 | TRANDETAIL | LND1200 | Landscaping Fee | 25.00 | ||
| 6 | TRANSACTION | 1 | 01/13/2004 | 1266 | 5.00 | 0.00 |
| 7 | TRANDETAIL | LFEE | Late Fee | 5.00 | ||
| 8 | TRANSACTION | 2 | 01/13/2004 | 1282 | 35.00 | 25.00 |
| 9 | TRANDETAIL | LS1100 | Lawn Service | 35.00 |
Note: The correct spelling and placement of these file headers are required to prevent errors during import. A header tag “TRANDETAIL” must always follow a header tag “TRANSACTION”. The order of the data itself is not important as long as the proper header name is defined in the header file and in the corresponding column.
Sample Files
In order to help further understand the MIF file layout, we have included some sample MIF files for your review. The sample files demonstrate the three different transaction types that can be created from the import process. Simply right-click any of the hyperlinks below and save the target file to your hard-drive. Then review the sample file layout in your spreadsheet program.
| Transaction Type | File Name |
|---|---|
| Fully Paid Invoices with single detail item (1:1) | Invoice1.txt |
| Fully Paid Invoices with multiple detail items (1:Many) | Invoice2.txt |
| Open A/R Invoices with single detail item (1:1) | Invoice3.txt |
| Open A/R Invoices with multiple detail items (1:Many) | Invoice4.txt |
| New Invoice creation with single detail item (1:1) | Invoice5.txt |
| New Invoice creation with multiple detail items (1:Many) | Invoice6.txt |
Transaction Header Properties
The following is an entire list of the transaction keyword fields that can be imported into ManageMore transactions and whether they are required or not for importing. These keyword fields can only be used on the header “!TRANSACTION”
| Transaction Header Keyword | Required (based on TRANTYPE) | Description |
|---|---|---|
| TRANTYPE | Yes* | Type of Transaction being generated. Valid Values are: 1-( Paid Invoices). This transaction type is for invoices that were already fully created and paid for using another financial software (i.e. invoice was paid via cash, check , or credit card and is being imported for historical purposes). 2 -(Open A/R Invoice). This transaction type is for generating A/R invoices within ManageMore. Most likely, this type will be used when you have an external software that has generated some form of invoicing that now needs reflected upon within ManageMore as well. This transaction type is a rigid format that requires detail items and header totals to match exactly in order to qualify. 3 -(Special A/R Invoice). This transaction type is similar to Type 2, except that it is not as rigid of a format, does more calculations on your behalf, and does not require as many header/detail fields to be provided to generate an A/R invoice. In general, use this transaction type if you plan on passing minimal information and want ManageMore to do all the rest of the calculations for you (e.g. you only want to pass the customer account, SKU, Quantity, and Price Level and let ManageMore figure everything else out like the pricing, taxes, sub-total, etc.). DO NOT use this transaction type if you already know all the particulars of the invoice (i.e. Taxes, Total Amount, Balance, etc.). 4 -(Sales Quote/Estimate). This transaction type allows for pre-invoice transactions to be imported into ManageMore. This allows the user to easily modify/convert the imported transaction to a final sales invoice. 7 -(Sales Order). This transaction type allows for pre-invoice transactions to be imported into ManageMore. This allows the user to create an editable imported transaction prior to a final sales invoice. It is very similar to a sales quote, but also has additional workflow management features to help organize orders and deal with back order scenarios. If omitted, import process will assume 1 (a paid invoice transaction). |
| TRNSID | 1=No 2=No 3=N/A 4=No 7=No | Original transaction number from prior financial software. |
| DATE | 1=Yes 2=No 3=No 4=No 7=No | Date of transaction. (date format will depend on current computer control panel short date settings... like mm/dd/yy or dd/mm/yy) |
| TIME | 1=No 2=No 3=No 4=No 7=No | Time of transaction |
| MEMO | 1=No 2=No 3=No 4=No 7=No | Memo Field (Short Internal message... does not print!) |
| NOTES | 1=No 2=No 3=No 4=No 7=No | Transaction Notes Field |
| LOCATION | 1=No* 2=No* 3=No* 4=No* 7=No* | Location where transaction originated. * Field is required if no default is given during import. |
| TERMS | 1=No* 2=No* 3=No* 4=No* 7=No* | Terms of Invoice (i.e. Net 30, Due on Receipt, etc.) * Field is required if no default is given during import. |
| SHIPVIA | 1=No 2=No 3=No 4=No 7=No | Shipping Method (i.e. UPS,FEDEX, etc.). The value for this field must match a shipping method already defined. |
| DUEDATE | 1=No 2=No 3=No 4=No 7=No | Transaction Due Date. If none provided, due date will be the same as the transaction date. |
| SALESREP | 1=No 2=No 3=No 4=No 7=No | Salesperson of the transaction |
| CUSTOMERID | 1=No 2=Yes 3=Yes 4=No 7=No | Customer account for the transaction |
| SUBCUSTID | 1=No 2=No 3=No 4=No 7=No | Sub-Account ID. |
| BILLADDR1 or ADDR1 | 1=No 2=No 3=No 4=No 7=No | Bill to Address Line 1. If field is omitted, customer account address information will be used, if available. |
| BILLADDR2 or ADDR2 | 1=No 2=No 3=No 4=No 7=No | Bill to Address Line 2. If field is omitted, customer account address information will be used, if available. |
| BILLADDR3 or ADDR3 | 1=No 2=No 3=No 4=No 7=No | Bill to Address Line 3. If field is omitted, customer account address information will be used, if available. |
| BILLADDR4 or ADDR4 | 1=No 2=No 3=No 4=No 7=No | Bill to Address Line 4. If field is omitted, customer account address information will be used, if available. |
| BILLADDR5 or ADDR5 | 1=No 2=No 3=No 4=No 7=No | Bill to Address Line 5. If field is omitted, customer account address information will be used, if available. |
| SHIPADDR1 | 1=No 2=No 3=No 4=No 7=No | Ship to Address Line 1. If field is omitted, customer account address information will be used, if available. |
| SHIPADDR2 | 1=No 2=No 3=No 4=No 7=No | Ship to Address Line 2. If field is omitted, customer account address information will be used, if available. |
| SHIPADDR3 | 1=No 2=No 3=No 4=No 7=No | Ship to Address Line 3. If field is omitted, customer account address information will be used, if available. |
| SHIPADDR4 | 1=No 2=No 3=No 4=No 7=No | Ship to Address Line 4. If field is omitted, customer account address information will be used, if available. |
| SHIPADDR5 | 1=No 2=No 3=No 4=No 7=No | Ship to Address Line 5. If field is omitted, customer account address information will be used, if available. |
| DELIVCONTACT | 1=No 2=No 3=No 4=No 7=No | Delivery Contact Name. Used in conjunction with Shipping Manager module. |
| DELIVADDR1 | 1=No 2=No 3=No 4=No 7=No | Delivery Address Line 1. Used in conjunction with Shipping Manager and overrides SHIPADDRxx field values. |
| DELIVADDR2 | 1=No 2=No 3=No 4=No 7=No | Delivery Address Line 2. Used in conjunction with Shipping Manager and overrides SHIPADDRxx field values. |
| DELIVCITY | 1=No 2=No 3=No 4=No 7=No | Delivery City Name. Used in conjunction with Shipping Manager module. |
| DELIVSTATE | 1=No 2=No 3=No 4=No 7=No | Delivery State Name. Used in conjunction with Shipping Manager module. |
| DELIVPOSTALCODE | 1=No 2=No 3=No 4=No 7=No | Delivery Postal/ZIP Code. Used in conjunction with Shipping Manager module. |
| DELIVCOUNTRY | 1=No 2=No 3=No 4=No 7=No | Delivery Country. Used in conjunction with Shipping Manager module. |
| CONTACTPHONE | 1=No 2=No 3=No 4=No 7=No | Contact Phone Number for Shipping Carrier. |
| CONTACTEMAIL | 1=No 2=No 3=No 4=No 7=No | Contact Email |
| FREIGHTAMOUNT | 1=No 2=No 3=No 4=No 7=No | Freight charges on transaction |
| DISCOUNTAMOUNT | 1=No 2=No 3=No 4=No 7=No | DO NOT USE (legacy use only). Please use a transaction detail item with negative dollar amount to represent discounts. |
| TAX1AMOUNT | 1=Yes* 2=Yes* 3=N/A 4=No 7=No | Tax 1 total for transaction, if applicable. *Can be omitted if all transactions have no taxes. |
| TAX2AMOUNT | 1=No 2=No 3=N/A 4=No 7=No | Tax 2 total for transaction, if applicable |
| TAX3AMOUNT | 1=No 2=No 3=N/A 4=No 7=No | Tax 3 total for transaction, if applicable |
| TAX4AMOUNT | 1=No 2=No 3=N/A 4=No 7=No | Tax 4 total for transaction, if applicable |
| TAX5AMOUNT | 1=No 2=No 3=N/A 4=No 7=No | Tax 5 total for transaction, if applicable |
| TAX6AMOUNT | 1=No 2=No 3=N/A 4=No 7=No | Tax 6 total for transaction, if applicable |
| TAX7AMOUNT | 1=No 2=No 3=N/A 4=No 7=No | Tax 7 total for transaction, if applicable |
| TAX8AMOUNT | 1=No 2=No 3=N/A 4=No 7=No | Tax 8 total for transaction, if applicable |
| TAXCODE | 1=No 2=No 3=N/A 4=No 7=No | *The default defined with the location record or customer account will be used if one is not supplied. |
| TOTALAMOUNT or AMOUNT | 1=Yes 2=Yes* 3=N/A 4=Yes 7=Yes | The total amount of the transaction. *In some cases, this field is not necessary as long as either the BALANCE field is present or the SKUPRICE field is used. In these cases, the total amount will be equal to these other fields accordingly. |
| BALANCE | 1=No 2=Yes* 3=N/A 4=No 7=No | The balance remaining on the transaction. *This field requires that a valid value exists in the CUSTOMERID field. |
| PAYMENTDESC | 1=Yes 2=No 3=N/A 4=No 7=No | Payment tender used on a paid transaction (i.e. Cash, Check, Visa, etc.). If not present, the import process will use the default value selected. |
| SKU** | 1=No* 2=No* 3=No* 4=No* 7=No* | The item code used to represent the detailed charges of the transaction. This item code must be a valid SKU in Supertrack Inventory. *Field may be required if no default is provided during import process |
| QUANTITY** or QNTY** | 1=No* 2=No* 3=No* 4=No* 7=No* | Quantity for detail item. *This field will default to 1 if not provided. |
| PRICELEVEL** | 1=N/A 2=N/A 3=No* 4=No 7=No | Price level to use when extended price calculation is required. *If omitted, the price level is always assumed to be 1. |
| SKUPRICE** | 1=Yes 2=Yes 3=No 4=Yes 7=Yes | Extended Price for detail item. *Field may be required if there are no tagged header "TRANDETAIL" records that follow the "TRANSACTION" row. |
| DETAILCOST** | 1=No 2=No 3=N/A 4=No 7=No | Cost for detail item. If omitted, the cost will be calculated from the average cost provided by the SKU item code. |
| DESCRIPTION** | 1=Yes* 2=Yes* 3=No 4=Yes* 7=Yes* | Description for detail item. *If omitted, the description from the provided SKU item code will be used. |
| EXTDESCRIPTION1** | 1=No 2=No 3=No 4=No 7=No | Extended Description for detail item. |
| SKIPFINANCECHG | 1=No 2=No 3=No 4=No 7=No | Skip FInance Charge calculation on transaction 1=True |
| PONUMBER | 1=No 2=No 3=No 4=No 7=No | Purchase Order Number |
| TRACKINGNUM | 1=No 2=No 3=No 4=No 7=No | Shipper's Tracking Number. |
| SHIPBY | 1=No 2=No 3=No 4=No 7=No | Ship By Date |
| FILLBY | 1=No 2=No 3=No 4=No 7=No | Fill By Date |
| SHIPCOMPLETE | 1=No 2=No 3=No 4=No 7=No | Orders Only 1=Full Shipment Only 0=Partial Shipment Allowed |
| UDF1 | 1=No 2=No 3=No 4=No 7=No | User Defined Field 1 |
| UDF2 | 1=No 2=No 3=No 4=No 7=No | User Defined Field 2 |
| UDF3 | 1=No 2=No 3=No 4=No 7=No | User Defined Field 3 |
| UDF4 | 1=No 2=No 3=No 4=No 7=No | User Defined Field 4 |
| UDF5 | 1=No 2=No 3=No 4=No 7=No | User Defined Field 5 |
** These fields should only be part of the transaction header format if you are planning on importing a simple 1:1 relation only. This means that each row will consist of one unique invoice with only one detailed item per transaction. If you will be introducing separate transaction detail rows in the MIF file, then DO NOT introduce these fields or an import error will occur.
Transaction Detail Properties
The following is an entire list of the transaction detail keyword fields that can be imported into ManageMore transactions and whether they are required or not for importing. These keyword fields can only be used on the header “!TRANDETAIL”. The table below is only needed if you plan on importing the more advanced 1:Many type transactions.
| Transaction Detail Keyword | Required (based on TRANTYPE) | Description |
|---|---|---|
| SKU | 1=No* 2=No* 3=Yes 4=No* 7=No* | The item code used to represent the inventory item that was charged when the transaction was generated. This item code must be a valid SKU in Supertrack Inventory . * Field is required if no default is given during import. |
| QUANTITY or QNTY | 1=No 2=No 3=Yes 4=No 7=No | Quantity for detail item. *Quantity value will default to 1 if this field is not present |
| SKUPRICE or PRICE | 1=Yes 2=Yes 3=No 4=Yes 7=Yes | Extended Price for detail item. |
| PRICELEVEL | 1=N/A 2=N/A 3=Yes* 4=No 7=No | Price level to use when extended price calculation is required. * If omitted, the price level is always assumed to be 1. This field only affects the import process if you wish to have the imported information calculate the item's extended price based on a different price level. |
| DETAILCOST | 1=No 2=No 3=N/A 4=No 7=No | Cost for detail item. If omitted, the cost will be calculated from the average cost provided by the SKU item code. |
| DESCRIPTION | 1=No* 2=No* 3=No 4=No* 7=No* | Description for detail item. *Field is required if no SKU is given during import |
| EXTDESCRIPTION1 | 1=No 2=No 3=No 4=No 7=No | Extended Description for detail item. |
| EXTDESCRIPTION2 | 1=No 2=No 3=No 4=No 7=No | Extended Description for detail item. |
| EXTDESCRIPTION3 | 1=No 2=No 3=No 4=No 7=No | Extended Description for detail item. |
There is no limit to the number of detail items that can be linked to an imported transaction. However, there are a few things worth mentioning when importing detail items:
1. When importing using “TRANTYPE” of 2 (i.e. Open A/R Invoices), the sum of all detail item extended price for one transaction must equal the total amount field in the transaction header row.
2. Importing detail items will not change or update the supertrack inventory statistics, quantity on hand, or costing calculations.
