POS Data Exchange

General

The module Kassendatenaustausch (POS Data Exchange) is the easy option to exchange data (master data or document data) with an external merchandise management system and our cash register software.

Features

• Import of product groups, products and customer data

• Import and booking of voucher data

• Export of cash data

The field can also be left empty as start value. The export starts with the current day. Goods, categories, products, customers, order numbers and supplier numbers are imported. The cash journal and in / out payments are exported.

In the case of document importation in the POS data exchange, the data are parked if no payment is specified. Texts beginning with #IT are information texts and are only displayed in the selection, but are not accepted into the document.

In the training version, no test bookings with the POS Data Exchange are possible.

Format version	9
Format	CSV
Delimiter	Tabulator
Decimal separator	.
Thousands	none
Codepage	1252 Windows Latin 1

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Format versions

Format version	ETRON Version	Changes
1	5.694	Basic functions
1	5.696	Validation of various import fields and return of corresponding error number
7	5.697	Document import record type „EA“ / deposits/payouts
		Example set „EA“ in BL4716.csv
		Order number in product import
		Supplier number in product import
		Extension of the error numbers ERR 11 to ERR 17
8	5.698	The position price and discounts can have the maximum decimal places set for sales.
		Extension of ERR 18
	5.704	The cash „B-KASSE“ is no longer assigned to „B-KASSEDIVERSE“
	5.714	For document import, the quantities are processed with up to 3 commas
	5.715	The POS data exchange menu is now displayed in all stores
9	5.722	The RKSV is supported as of this version In the BL * .RES file, a message with „MSG“ can be displayed in the text field if the status is OK. This message must be displayed to the user and requires an action by the user. Enhancements to feedback ERR19 The text field for feedback is extended to 150 characters

Data types

type	decimal places	Description
num	0..3	Number with decimal places
date		Date in yyyy-mm format
char		Alphanumeric
bool		Logical: J / N

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Conditions

1. Data must be saved with the code page 1252 Windows Latin 1, otherwise umlauts will not be accepted correctly

2. An older version of ETRON can be transferred to a newer version of ETRON, but not vice versa

3. File names are provided with a date / time or a running number

4. The exchange takes place in a freely definable directory

5. The field names must be specified as the header line

6. The order of the fields is arbitrary

7. Fields that are not needed in any record can be omitted

8. If the respective configuration requires the presence of certain fields, an appropriate message is output during the import

9. The values of the department Department/Main Equipment Group/Department (Abt/Hwg/Wag) must be indicated in two digits Update in Version 5.710: The values can now also be 1-digit

10. The directory for the data exchange is defined in the basic value ID 612 / Kassendatenaustausch-Verzeichnis

11. The last value for the journal export is set in the basic value ID 613 / Kassendatenaustausch-Letzte Position

12. The exchange of the document data takes place automatically in the background. For this purpose, the base value ID 619 / Kassendatenaustausch-Autom. Verarbeitung has to be activated

13. The names of the quantity units must match the values stored in ETRON Mengeneinheiten

14. When the DEP is activated, the format must be updated to version 9

15. Always use the latest format version

Recommendations

If the document data is to be automatically posted - the payment medium is transferred, then the basic value ID 122 / Centausgleich to Nein (No) and the basic value ID 626 / Standardbeleg automatisch drucken to Ja (Yes).

Master data

General

In order for the master data to be automatically updated, the file STM.RDY must be created with no or any content after creating the data files. After the master data has been posted, the import files are deleted from the import. The next data provision is not allowed until the file has been deleted. To import the ma

Products

Example:

340B

ar.csv

no.	Description	Max length	Type	Required	Value(s)	Description
Record
1	Artikelnummer	6	num	no		Item number
2	Artikeltext	50	char	yes		Item name
3	Ekp	13/2	num	no		Purchase price / piece
4	Vkp	13/2	num	no		Selling price / piece
5	MwSt	5/2	num	no		VAT
6	Abt	2	num	yes		Department
7	Hwg	2	num	yes		Main product group
8	Wag	2	num	yes		Product group
9	Meh	3	char	no		Unit of measure
9	HstEan	140	char	no		Distributor EAN (with : separated)
10	Bestellnummer	16	char	no		Order number of the supplier
11	Lieferantennummer	5	num	no		Supplier number
12	Zusatztext	64000	char	no		Additional text (up to 50 characters / line)
13	Lgb	9/2	num	no		Stock
14	Aktiv	1	num	no	0, 1	0=Inactive, 1=Active

Example

Artikelnummer	Artikeltext	Ekp	Vkp	MwSt	Abt	Hwg	Wag	Meh	Bestellnummer	Lieferantennummer	HstEan	Zusatztext	Lgb	Aktiv
500	Golden Delicius	0.5	12.00	10	12	1	2	Stk	ABC	0	4050300003061:9002219040304		7	1
502	Birne Forelle	0.7	15.45	10	12	2	2	Stk	DEF	0	9001888100289	Textzeile Textzeile 2	12	1
505	Umlaute ÖÄÜöäüß	0	0	10	12	2	2	Kg					0	0

See also product update

Product Groups

Example:

230B

wg.csv

All product groups must always be handed over. Product groups can be seen as a tree structure: Abt → Hwg → Wag.

no.	Description	Max length	Type	Required	Value(s)	Description
Record
1	Abt	2	num	yes		Department
2	Hwg	2	num	yes		Main product group
3	Wag	2	num	yes		Product group
4	AbtText	20	char	yes		Department-text
5	HwgText	20	char	yes		Main product group-text
6	WagText	20	char	yes		Product group-text

Example

Abt	Hwg	Wag	AbtText	HwgText	WagText
10	02	03	Abteilung 10	Hwg 02	Warengr. 03
10	02	04	Abteilung 10	Hwg 02	Warengr. 04
12	01	01	Obst	Apfel	Rot
12	01	02	Obst	Apfel	Grün
12	02	01	Obst	Birnen	Williams
12	02	02	Obst	Birnen	Forelle

Customers

Example:

379B

ku.csv

no.	Description	Max length	Type	Required	Value(s)	Description
Record
1	Kundennummer	6	num	no		Customer number
2	Anrede	7	char	no	Hr., Fr., Fa, …	Salutation
3	Titel	30	char	no	Dr., Ing, …	Title
4	Vorname	30	char	no		Given Name
5	Nachname	30	char	yes		Surname
6	Name2	30	char	no		Name2
7	Name3	30	char	no		Name3
8	Adresse	30	char	no		Adress
9	Plz	10	char	no		ZIP
10	Ort	30	char	no		Town
11	Land	30	char	no		Country
12	E-Mail	70	char	no		E-mail-adress
13	UID	20	char	no		UID

Title + Given Name + Surname may be maximum 30 characters long. For companies, the company name is written under surname. If the space is not sufficient, the fields Name2 and Name3 can be used.

If a 6-digit customer number is to be transmitted, the fieldlength in ETRON must be changed by default from 5 to 6 digits.

Example

Customer number	Anrede	Titel	Vorname	Nachname	Name2	Name3	Adresse	Plz	Ort	Land	E-Mail	Telefon	Mobil
1	Hr.	Dr.	Hermann	Testmann			Teststraße 10/5	1170	Wien		[e-mail]	01/123 345	0699/232 234
2	Fa.			Testsystem GmbH	Abteilung XYZ		Computerstraße 1	40502	Berlin	Deutschland	[e-mail]	[phone]
3	Fr.		Hermine	Testfrau			Testgasse 17/20/4	1220	Wien		[e-mail]

Document import

Since the productnames are not taken over from the productmaster, the productnames must be entered in the „Text“ column!

Download:

817B

bl4711.csv

238B

bl4712.csv

297B

bl4713.csv

337B

bl4714.csv

301B

bl4715.csv

199B

bl4716.csv

317B

bl4717.csv

no.	Description	Max length	Type	Required	Value(s)	Description
Record
1	Satzart	2	char	yes		Header line
2	Kundenummer	6	num	no 1)		Customer number
3	Mitarbeiter	5	num	yes		Employee numer
4	RaAnr	10	char	no		Billing address Salutation
5	RaNa1	30	char	no		Billing address Surname
6	RaNa2	30	char	no		Billing address Name2
7	RaNa3	30	char	no		Billing address Name3
8	RaStr	30	char	no		Billing address Adress
9	RaPlz	10	char	no		Billing address ZIP
10	RaOrt	30	char	no		Billing address Town
11	RaLnd	30	char	no		Billing address Country
12	RaUid	30	char	no		Billing address UID
13	Artikelnummer	6	num	no 2)		Productnumber
14	Menge	9/3	num	no 3)		Sold units
15	Meh	3	char	no		Quantity unit
16	Vkp/Stück	13/2	num	no 4)		Selling price / piece
17	MwSt	5/2	num	no 5)		VAT
18	Text	50	char	yes 6) 7)		Posting-, productname

1) Required for record type KZ

2), 3), 4), 5), 6) Required for record type VK

7) Record type ZM: a cash entered in the means of payment Record type VK: the productname Record type TX: the additional text

Record type KZ / Header line

Field	Note
Kundenummer	The customer number must be a valid number entered in the customer master or 0.
Mitarbeiter	The employee number must be a valid number entered in the employee's ID.
Ra*	If a valid customer number is specified, the invoice address data is not required.
RaLnd	The country must be registered in German: „Österreich, Deutschland, Ungarn, …“. For „Austria“/„Österreich“ the field can remain empty.
Menge	Formatversion, Value 8

Record type VK / Selling

Field	Note
Artikelnummer	The item number must be a valid number entered in the item master.
Menge	Sold quantity, returns are posted with negative quantity.
Meh	Quantity unit „STK“, „KG“, …
Vkp/Stück	Price per piece including VAT
MwSt	VAT as percentage
Text	Booking text. Maximum of 25 characters. Since the productnames are not taken over from the productmaster the product description has to be entered!

Record type TX / Textline

Field	Note
Text	Booking text

Record type RA / product discount

Field	Note
Vkp/Stück	Discount. Negative value including VAT
Text	Booking text

Record type G / Total discount

Field	Note
Vkp/Stück	Discount. Negative value including VAT

Record type ZM / means of payment

Text	Valid payment terms entered in Zahlungsmitteln (Payment methods)
Vkp/Stück	Paid value

The payment method „BAR“ is used to indicate the amount paid in cash. If too few means of payment are indicated, the remainder is considered as bar. The means of payment are all the means of payment indicated in the basic value definitions Zahlungsmitteln (Payment methods).

If no payment method is specified, the import is parked and can be loaded and booked in the cash desk. Texts beginning with #IT are in this context infotexts which are displayed when loading but are not accepted to the document.

Cancellation bookings

If a cancellation is sent, the amount and the amount of the payment medium must be negative values.

Record type EA / Deposit/Payout

Text	Valid payment method entered in Zahlungsmitteln (Payment methods). A note can be specified in brackets. The maximum length of the note is 22 characters.
Vkp/Stück	Value (Deposit positive, payout negative)

An EA booking can not be mixed with a normal document.

There can only be one EA booking per file.

Examples

Example 1: Open sale

Open sale means no payment method is given.

Satzart	Mitarbeiter	Customer number	RaAnr	RaNa1	RaNa2	RaNa3	RaStr	RaPlz	RaOrt	RaLnd	RaUid	Artikelnummer	Menge	Meh	Vkp/Stück	MwSt	Text
KZ	1	0		Kunde1			Strasse1	2082	Hardegg	Österreich			8
VK												1	1	Stk	18,26	0	Belegzahlung Nr 104371

Example 2: Open sale with discount

Open sale means no payment method is given.

Satzart	Mitarbeiter	Customer number	RaAnr	RaNa1	RaNa2	RaNa3	RaStr	RaPlz	RaOrt	RaLnd	RaUid	Artikelnummer	Menge	Meh	Vkp/Stück	MwSt	Text
KZ	1	0	Fa.	Test & Co	Hr. Testmann Hermann		Sonstwogasse 10/12	1010	Wien	Österreich	ATU123456		8
VK												1	0			0	Rechnung Nr. 123456
VK												1002	2	Stk	12.00	20	Testartikel 1
RA															-2.00		Discount
VK												1001	3	Kg	9.00	10	Testartikel 2

Example 3: Open sale with discount and pledge

Open sale means no payment method is given.

Satzart	Mitarbeiter	Customer number	RaAnr	RaNa1	RaNa2	RaNa3	RaStr	RaPlz	RaOrt	RaLnd	RaUid	Artikelnummer	Menge	Meh	Vkp/Stück	MwSt	Text
KZ	1	0	Fa.	Test & Co	Hr. Testmann Hermann		Sonstwogasse 10/12	1010	Wien	Österreich	ATU123456		8
VK												1002	1	STK	100	20	Testartikel 1
RG															-2,5	0	Skonto
TX
VK												3504	2		0,5	20	pledge

Example 4: Closed sale with cash

Closed sale means a payment method is given.

Satzart	Mitarbeiter	Customer number	RaAnr	RaNa1	RaNa2	RaNa3	RaStr	RaPlz	RaOrt	RaLnd	RaUid	Artikelnummer	Menge	Meh	Vkp/Stück	MwSt	Text
KZ	1	0											8
VK												1	2	Stk	12.00	20	Testartikel 1
ZM															30.00		BAR

Example 5: Cancellation

Satzart	Mitarbeiter	Customer number	RaAnr	RaNa1	RaNa2	RaNa3	RaStr	RaPlz	RaOrt	RaLnd	RaUid	Artikelnummer	Menge	Meh	Vkp/Stück	MwSt	Text
KZ	1	0											8
VK												1	-2	Stk	12.00	20	Testartikel 1
ZM															-24.00		BAR

Import result

Filename: BL*.RES

After the BL*.csv file is written, a file with the same filename and any content or null must be created with the .RDY extension. When this file is created, the data is imported. After the import the .RDY file will be deleted. From this point, the result of the import is available in the same file name with the extension .RES.

Nr.	Description	Max length	Typ	Value(s)	Description
Record
1	Status	3	char	OK,ERR	Ergebnis der Verbuchung
2	Belegnummer	15	num		Document number in the ETRON system
3	Text	50	char		Result / error

Example

Status	Belegnummer	Text
OK	1600070	OK

Journal

Filename: JO*.CSV

In order to get the journal data from automatic processing, the file JRN.RDY must be created with any content or null and written to the exchange directory. After the journal file has been created, the JRN.RDY file is deleted. From this point, the data may be accessed.

If a retroactive export is to be carried out, the desired date must be entered in the basic value-ID 613 / Kassendatenaustausch-last position The format for this is: yyyymmddssssssssss year/month/day/sequencenumber. Example: 20160801000000000.

Since a separate exchange of data can be carried out in each ETRON, no entry of the station or branch is included in the journal file. It is therefore not possible to carry out the exchange for branches in a central office or to assign branches to the journal files.

Nr.	Description	Max length	Typ	Value(s)	Description
Record
1	Datum	8	char		yyyymmdd
2	Zeit	8	char		hh:mm:ss
3	Artikelnummer	6	num		Productnumber
4	Menge	9/2	num		Sold quantity
6	Rab/Pos	13/2	num		Discount/position
7	MwSt.	5/2	num		TAX
8	Text	50	char		Booking text
9	Art	2	char		Recordtype
10	Beleg	15	num		Document number
11	Customer number	6	num		Customer number

Recordtype:

• VK = Selling

• RT = Cancellation

• RA = Discount per product

• RG = Discount/overall

• TX = Textline

• MS = TAX Sum

• ZM = Payment method

• BZ = Payment

• KR = Credit

• KB = Credit payment

• AG = Deposit / Payment

• TA = Daily closing

Example

Datum	Zeit	Artikelnummer	Menge	Vkp/Stück	Rab/Pos	MwSt	Text	Art	Beleg	Kundennummer
20160217	08:10:08	00001	0	0.00	0.00	0	Rechnung Nr. 123456	VK	1600033	0
20160217	08:10:08	01002	2	12.00	2.40	20	Testartikel 1	VK	1600033	0
20160217	08:10:08		0	0.00	0.00	0	VERBRENNER ROH NUR ÜBERFÜ	TX	1600033	0
20160217	08:10:08		1	-2.40	-2.40	20	Rabatt 10% (Aktion) #RA	RA	1600033	0
20160217	08:10:08	01001	3	9.00	0.00	10	Testartikel 2	VK	1600033	0
20160217	08:10:08		0	0.00	0.00	0	VERBRENNER ROH NUR ÜBERFÜ	TX	1600033	0
20160217	08:10:08		0	0.00	0.00	0	#11Test & Co Fa.	TX	1600033	0
20160217	08:10:08		0	0.00	0.00	0	#12Hr. Testmann Hermann ATU123456	TX	1600033	0
20160217	08:10:08		0	0.00	0.00	0	#13 Österreich	TX	1600033	0
20160217	08:10:08		0	0.00	0.00	0	#14Sonstwogasse 10/12	TX	1600033	0
20160217	08:10:08		0	0.00	0.00	0	#151010 Wien	TX	1600033	0
20160217	08:10:08		1	27.00	0.00	10	Rechnung 1600033/17.02.16	MS	1600033	0
20160217	08:10:08		1	21.60	0.00	20	Rechnung 1600033/17.02.16	MS	1600033	0
20160217	08:10:08		1	48.60	0.00	0	Bezahlung 1600033/17.02.16	BZ	1600033	0
20160217	08:10:22		90	500.00	0.00	0	Geld : 500.00	TA	0	0
20160217	08:10:22		0	200.00	0.00	0	Geld : 200.00	TA	0	0
20160217	08:10:22		0	100.00	0.00	0	Geld : 100.00	TA	0	0
20160217	08:10:22		0	50.00	0.00	0	Geld : 50.00	TA	0	0
20160217	08:10:22		0	20.00	0.00	0	Geld : 20.00	TA	0	0
20160217	08:10:22		3	10.00	0.00	0	Geld : 10.00	TA	0	0
20160217	08:10:22		0	5.00	0.00	0	Geld : 5.00	TA	0	0
20160217	08:10:22		0	2.00	0.00	0	Geld : 2.00	TA	0	0
20160217	08:10:22		6	1.00	0.00	0	Geld : 1.00	TA	0	0
20160217	08:10:22		0	0.50	0.00	0	Geld : 0.50	TA	0	0
20160217	08:10:22		0	0.20	0.00	0	Geld : 0.20	TA	0	0
20160217	08:10:22		0	0.10	0.00	0	Geld : 0.10	TA	0	0
20160217	08:10:22		0	0.05	0.00	0	Geld : 0.05	TA	0	0
20160217	08:10:22		0	0.02	0.00	0	Geld : 0.02	TA	0	0
20160217	08:10:22		5	0.01	0.00	0	Geld : 0.01	TA	0	0
20160217	08:10:22		1	44987.45	0.00	0	Kassastand-Anfang	TA	0	0
20160217	08:10:22		1	45036.05	0.00	0	Kassastand-Ende	TA	0	0
20160217	08:10:22		1	0.00	0.00	0	Kassa Bankeinlage Bar	TA	0	0
20160217	08:10:22		1	0.00	0.00	0	Kassa Bankeinlage Scheck	TA	0	0
20160217	08:10:22		1	48.60	0.00	0	Kassa Soll	TA	0	0
20160217	08:10:22		1	0.00	0.00	0	Kassa Differenz	TA	0	0

Error numbers in the response file

Filename: BL*.RES

ERR01	File not found Occurs if there is no corresponding .CSV file to the .RDY file
ERR02	Converting error Occurs if the .csv file can not be converted. Explaining details are added to the error-message at the time of return. If the error is „Feld Vkp/Stück fehlt“ then at most occurences the BL*.csv-file is written in a wrong codepage. The BL*.CSV-file has to be saved in codepage 1252 Windows Latin 1.
ERR03	Failed to open import buffer Tritt auf wenn der Importpuffer nicht geöffnet werden konnte Im Satz KZ ist im Field Menge eine nicht unterstützte Formatversion eingetragen.
ERR04	Wrong format version The ETRON-Software is too old for the given format version
ERR05	A daily change must be executed Occurs when ETRON is not in the main window
ERR06	Invalid employee number The employee number doesn´t exist
ERR07	Invalid customer Explaining details are added at the time of return
ERR08	A negative price/piece including tax not allowed in recordtype „VK“ Occurs when the price is negative instead of the quantity in case of a cancellation
ERR09	Product not found The productnumber doesn´t exist
ERR10	Invalid payment method The payment method doesn´t exist
ERR11	Invalid Deposit/Payout text The deposit or payment text doesn´t exist
ERR12	Only one Deposit/Payout booking per file possible The deposit or payment booking has to be the only record in the file
ERR13	Deposit/Payout bookings only The deposit or payment booking has to be the only record in the file
ERR14	Invalid VAT The VAT doesn´t exist
ERR15	Invalid format version The given format version doesn´t exist
ERR16	Header missing The record doesn´t start with the record type „KZ“
ERR17	Invalid Format version for record type „EA“ For the record type „EA“ the format version 7 and above is obligatory
ERR18	Too many decimals There were too many decimals for the given record type
ERR19	RKSV requires format version 9 When the DEP is activated, the document data must be transferred in version 9
ERR99	Booking failed The booking failed for a not defined reason

External invoices

Payments that refer to an external merchandise management must be posted as record type „VK“ and begin with the text specified in the basic value ID 621 / Postionstext externer Belegzahlungen. This is followed by the document number. The maximum length of the text is 25 characters. For longer texts, the document number must be transferred as a text line in the following sentence.

Step 1

Define the article for the external assignment

Create a new article Text1: „Belegzahlung Nr“ VAT: 0

Step 2

Create an export file (BL*.csv) with the entry in the external merchandise management

Field	Value
Satzart	Price/piece including VAT
Artikelnummer	The article number produced in step 1
Menge	Quantity: 1
Vkp/Stück	The invoice amount
Text	Belegzahlung Nr xxxxxxxxx where xxxxxxxxx is the invoice number

Sample

Satzart	Mitarbeiter	Kundennummer	RaAnr	RaNa1	RaNa2	RaNa3	RaStr	RaPlz	RaOrt	RaLnd	RaUid	Artikelnummer	Menge	Mengeneinheit	Vkp/Stück	MwSt	Text
KZ	1	0		Kunde1			Strasse1	2082	Hardegg	Österreich			8
VK												1	1	Stk	18.26	0	Belegzahlung Nr 104371

Step 3

Select the document in the parked sales

Load parked sales

Step 4

Select the document and go to the checkout with <Enter> / <F10>

External receipt in ETRON

Step 5

Collect the receipt

External receipt as bill

Step 6

Import journaling data to the external merchandise management

The transferred invoice number is then displayed in the journal file with the ETRON document number in the first line of the ETRON document number.

Datum: 08.11.2016 Verfasser: SAM

Importing Products

The AR*.CSV is provided by the WaWi of the customer. To tell ETRON a record change, there are 3 possibilities:

1. To re-import products and assign a new item number, leave the „Item number“ and „HstEan“ columns blank. ETRON imports these products and creates them with a new article EAN.

2. To import articles with an existing item number that has less than 7 digits, the item number of the preceding merchandise management system must be entered in the „Artikelnummer“ column.

3. To import articles with an existing item number that has more than 7 digits, the article number of the preceding merchandise management system is to be entered as EAN in the column „HstEan“.

This article number is entered as a new internal article EAN.

In every case a new product-number will be created.

In order to get the article EANs to the article numbers of the preceding merchandise management system in case 1, it is recommended to make an article export. Open the generated Artikel.dbf with Microsoft® Excel®, read the EAN numbers and add them to the corresponding products of the WaWi.

Examples

Artikelnummer	Artikeltext	xSpalten	HstEan	Description
500	external article with 6 digits			The article is imported with an existing item number, which has **less** than 7 digits
	external article with 13 digits		2110000815424	the article is imported with an existing article number, which has **more** than 7 digits
	new article			the article will be created

Example:

508B

ar20160621.csv

507B

beispiel.csv

Product-Update

The AR * .CSV is provided by the WaWi of the customer. Before the changed products an additional line with the keyword EANZUORT is entered in the column „Bestellnummer“.

The line with the key value “EANZUORT” in the column “Bestellnummer” above the following product is for updated products only, not for non existing ones!

Artikelnummer	Artikeltext	Ekp	Vkp	MwSt	Abt	Hwg	Wag	Meh	Bestellnummer	Lieferantennummer	HstEan	Zusatztext	Lgb	Aktiv
									EANZUORT
	SampleProduct01	0	4,99	20.00	1	1	1	Stk	71309	0	28423138284054	AdditionalText	0	1
	SampleProduct02	0	4,99	20.00	1	1	1	Stk	04711	0	12345678901234	AdditionalText	0	1

Download:

340B

ar.csv

Questions

If you have any questions about module „Cashbox Data Exchange“ send an e-mail including a sample file to [e-mail].

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