Defaults in TransPost

One of the advantages of using TransPost over the conventional MYOB import is that not all data needs to be supplied via the imput file.

For example you can import Item sales from a data file containing just:

  • Customer name or Card Id
  • Item number
  • Quantity (and if that is always 1 you can get away with just setting the default)
there are two ways that default values may be provided:
  1. Defaults can be specified in the mapping
  2. Derived or Calculated Defaults

TransPost Mapping Defaults

In TransPost Mappings, defaults may be entered for any field. For example if you set up a mapping to import eBay sales you might want to set the ReferralSource field to 'eBay'

If a field has an input column mapped to it as well as a default then the default will be applied when there is nothing in the input column. For example if you have a Category column in your data that is sometimes blank and you want all sales to have a Category then you can set a default Category.

Sales Defaults based on Customer Cards

The following data on customer cards will be applied to sales when not supplied in the input data or mapping defaults:

  • Terms
  • Tax Code (if customer Use Customer's Tax Code checked)
  • Freight Tax Code
These are new in version 3.3
  • Invoice Delivery
  • Shipping method
  • Sale Comment
  • Salesperson

Purchase Defaults based on Supplier Cards

The following data on supplier cards will be applied to sales when not supplied in the input data or mapping defaults:

  • Terms
  • Tax Code (if supplier Use Supplier's Tax Code checked)
  • Freight Tax Code
  • Order/Bill Delivery Status
  • Shipping method

Derived or Calculated Defaults

While AccountRight will fill in some defaults, such as Terms, if not supplied, the AccountRight API interface requires certain fields to be populated. Where there is a logical value for such a field TransPost will fill it in. Default values are retrieved from AccountRight and amounts are calculated as appropriate.

Item Sales

  • Price
    		• This is calculated from the Line Total if that is supplied.

    For TransPost Plus only, if the Customer has a specified Price level and price levels are specified for the Item the price appropriate to the Customer Price Level and the specified Quantity

    Otherwise Item Base Selling Price is used.

  • Line Total
    		• If not input, this is calculated from the Price and Quantity

    If a Discount is specified in the input then that will be applied.

    If a discount is not supplied in the input and the Customer has a Volume Discount then that will be applied

  • Description
    		• If Use Description is set for the Item, Item Description is used, otherwise Item Name is used
  • Tax Code
    		• If the customer has Use Customer Tax Code set then the Customer Tax Code is used, otherwise the Item Tax Code When Sold is used.
  • Freight Tax Code
    		• Customer's Freight Tax Code

    Service Sales

  • Account Number
    		• Customer's Income Account.

    If no Account Number is supplied by input or mapping default and there is no Income account specified for the Customer an error is raised and the sale is not imported.

  • Tax Code
    		• If the customer has Use Customer Tax Code set then the Customer Tax Code is used, otherwise the Account Tax Code is used.
  • Freight Tax Code
    		• Customer's Freight Tax Code

    Miscellaneous and Professional Sales

  • Account Number
    		• Customer's Income Account.

    If no Account Number is supplied by input or mapping default and there is no Income account specified for the Customer an error is raised and the sale is not imported.

  • Tax Code
    		• If the customer has Use Customer Tax Code set then the Customer Tax Code is used, otherwise the Account Tax Code is used.

    Time Billing Sales

  • Line Total
    		• If not input, this is calculated from the HoursUnits and Rate
  • Tax Code
    		• If the customer has Use Customer Tax Code set then the Customer Tax Code is used, otherwise the Activity Tax Code When Sold is used.

    Item Purchases

  • Price
    		• This is calculated from the Line Total if that is supplied.
  • Line Total
    		• If not input, this is calculated from the Price and Quantity
  • Tax Code
    		• If the Supplier has Use Supplier Tax Code set then the Supplier Tax Code is used, otherwise the Item Tax Code When Bought is used.
  • Freight Tax Code
    		• Supplier's Freight Tax Code

    Service Purchases

  • Account Number
    		• Supplier's Expense Account.

    If no Account Number is supplied by input or mapping default and there is no Expense account specified for the Supplier an error is raised and the sale is not imported.

  • Tax Code
    		• If the Supplier has Use Supplier Tax Code set then the Supplier Tax Code is used, otherwise the Account Tax Code is used.
  • Freight Tax Code
    		• Supplier's Freight Tax Code

    Professional Purchases

  • Account Number
    		• Supplier's Expense Account.

    If no Account Number is supplied by input or mapping default and there is no Expense account specified for the Supplier an error is raised and the sale is not imported.

  • Tax Code
    		• If the Supplier has Use Supplier Tax Code set then the Supplier Tax Code is used, otherwise the Account Tax Code is used.

    Miscellaneous Purchases

  • Account Number
    		• Supplier's Expense Account.

    If no Account Number is supplied by input or mapping default and there is no Expense account specified for the Supplier an error is raised and the sale is not imported.

  • Tax Code
    		• If the Supplier has Use Supplier Tax Code set then the Supplier Tax Code is used, otherwise the Account Tax Code is used.