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Import/Post Financial Ledger Transactions - MTADIF.dat format

The MTADIF.DAT format is CSV and dates back to the early 1990s’ DOS versions of TAS BOOKS. It was designed to more or less mirror the double-entry Journal and VAT Register data in TAS. So, each record represents a debit or credit journal line and there must be a minimum of 2 records per journal transaction, whilst the amounts must total zero. Transactions are made up by grouping several journal lines together with the same unique ‘transaction number’.

The first record of each new transaction must hold the the ‘header’ information (fields 1 to 44 and 48+). The header details (fields 2 to 44 and 48+) of the remaining records within each transaction are ignored by the Infoplex import programs. However, you have the option of either not populating these fields (‘Headers cleared’ basis) or of populating them (‘Headers not cleared’ basis). As a general rule, we use the Headers cleared basis in our examples and sample data.

Please note the order of the records for each journal line. The first record, apart from containing the header data, should where appropriate have its Nominal Account number and Department code set to the Debtors (Sales Ledger), or Creditors (Purchase Ledger) Control Account set up in TAS or, in the case of Cash Book transactions, it must be set to the relevant Nominal Account number and Department code for the TAS bank account concerned. Where VAT is involved in the transaction, the second record (and possibly 3rd, 4th etc if multiple Nominal Accounts are used for VAT) should be set to a Nominal Account number and Department code for a VAT Control set up in TAS. Subsequent records must be set to Income/Expense allocation accounts and/or other Balance Sheet accounts, such as Stock.




Last Updated: 21/02/2018
Field/ ColField Name/LabelData TypeMax SizeRequired For SL
Transactions?
Required For PL
Transactions?
Required For CB
Transactions?
Required For NL
Transactions?
MTADIF.DAT remarks
1Transaction NumN6YYYYUser generated Transaction Number, one per Journal Transaction.
2LedgerA2YYYYThe ledger to which the Transaction relates:
SL for Sales Ledger transactions
PL for Purchase Ledger transactions
CB for Cashbook transactions
NJ for Nominal Ledger transactions

(Multiple transactions can be included in one CSV file, but those that do not relate to the module being run are skipped).
3Transaction TypeA2YYYn/aType of transaction: I=Invoice, N=Credit Note, P=Payment (SL: Receipt In, PL & CB: Payment Out), R=Refund/Receipt (SL: Payment Out, PL & CB: Refund/Receipt In), D=Debit Journal C=Credit Journal. Not used in NL Journals.
4Account CodeA10YYn/an/aAccount Code (ID) of the Customer (SL) or Supplier (PL) to which the transaction relates - must exist in TAS Sales/Purchase. Not used in CB or NL Journals.
5Posting DateA10YYYYDate which determines the accounting period to post the transaction into - this is often the same as the Invoice/Ref Date in field 7 but the latter can be a different date (even in a different period) - as DD/MM/YY; newer versions support DDMMYY, DDMMYYYY (century ignored), DD/MM/YYYY etc; must be in a valid open TAS accounting period in the Current Year, 1 Year Past or 2 Years Past.
6Invoice/Ref NumA42588YYYYThis reference number can be used for either: SL/PL Invoice/Credit Note Number or NL Journal Reference (8 characters), or Payment Reference (typically Cheque Number, 6 characters). For v1.06+ of SL, PL and CB modules see Field 44 below re Payin Reference. [6 chars only up to v1.6].
7Invoice/Ref DateA10NNn/an/aInvoice/Payment date as DD/MM/YY; newer versions support DDMMYYYY (century ignored), DD/MM/YYYY etc; it does not need be the same as the Posting Date and can be in a different accounting period. Not used in NL Journals. If no date is provided, the Posting Date (in Col 5 above) is used.
8DescriptionA29NNNNDescription; blank defaults to the relevant ledger code (SL, PL, CB or NJ) + a description for the Transaction Type, e.g. "NL General Journal".
9Discount %N5NNn/an/aNot currently used. [Settlement Discount Percentage if any (max/min) - SL & PL only. Not used in CB or NL Journals. If there is a settlement discount percentage, there must be settlement discount days.]
10Discount DaysN3NNn/an/aNot currently used. [Number of days within which to pay to get Settlement Discount if any - SL & PL only, not used in CB or NL Journals. If no Discount % exists in Field 9, this value is ignored. [Memo: DOS - This is the number of days the settlement discount is open for (if any). If you enter a number of days without a percentage then this generate a due by date. If you do not enter a number if days then this invoice is set to net monthly]
11Net at VAT Rate 1N12Only populate as required in the first record for relevant transaction types. The total of these values plus the total of the 15 VAT values should = the value for the first record in field 47.Net Amount in Base Currency (positive values only) for VAT Rate 1. Not used in NL Journals, nor SL Receipts/Refunds and PL Payments/Refunds. See VAT Calculation example below. See also the section on the VAT Calculation Tolerance.
12Net at VAT Rate 2N12Same for VAT Rate 2
13Net at VAT Rate 3N12Same for VAT Rate 3
14Net at VAT Rate 4N12Same for VAT Rate 4
15Net at VAT Rate 5N12Same for VAT Rate 5
16Net at VAT Rate 6N12Same for VAT Rate 6
17Net at VAT Rate 7N12Same for VAT Rate 7
18Net at VAT Rate 8N12Same for VAT Rate 8
19Net at VAT Rate 9N12Same for VAT Rate 9
20Net at VAT Rate 10N12Same for VAT Rate 10
21Net at VAT Rate 11N12Same for VAT Rate 11
22Net at VAT Rate 12N12Same for VAT Rate 12
23Net at VAT Rate 13N12Same for VAT Rate 13
24Net at VAT Rate 14N12Same for VAT Rate 14
25Net at VAT Rate 15N12Same for VAT Rate 15
26VAT at VAT Rate 1N12Only populate as required for relevant transaction types (with correctly calculated VAT for the rate concerned) those fields which correspond to the fields in the previous group of 15 Net Amount values.VAT Amount in Base Currency for VAT Rate 1 (positive values only). Not used in NL Journals, nor SL Receipts/Refunds and PL Payments/Refunds. See VAT Calculation example below. See also the section on the VAT Calculation Tolerance.
27VAT at VAT Rate 2N12Same for VAT Rate 2
28VAT at VAT Rate 3N12Same for VAT Rate 3
29VAT at VAT Rate 4N12Same for VAT Rate 4
30VAT at VAT Rate 5N12Same for VAT Rate 5
31VAT at VAT Rate 6N12Same for VAT Rate 6
32VAT at VAT Rate 7N12Same for VAT Rate 7
33VAT at VAT Rate 8N12Same for VAT Rate 8
34VAT at VAT Rate 9N12Same for VAT Rate 9
35VAT at VAT Rate 10N12Same for VAT Rate 10
36VAT at VAT Rate 11N12Same for VAT Rate 11
37VAT at VAT Rate 12N12Same for VAT Rate 12
38VAT at VAT Rate 13N12Same for VAT Rate 13
39VAT at VAT Rate 14N12Same for VAT Rate 14
40VAT at VAT Rate 15N12Same for VAT Rate 15
41Cost AmountN12Nn/an/an/aCost Amount (not currently used??) - SL only. Not used in PL, CB or NL Journals. [memo: DOS - This field has a dual purpose. If the transaction is an invoice, then this is the cost price. If this transaction is a payment then this is the amount of the payment.]
42EC VAT YEN FlagA1NNNn/aOnly used for Cash Book postings, the EC 'YEN' Flag determines the VAT flag for a receipt/payment transaction; Y=Home, E=EC, N=Non-EC. Blank/empty defaults to Home. Not used in SL, PL and NL Journals.
43EC Country CodeA3NNNn/aNot used. [was EC Country Code of the customer/supplier if they are in another EC member country]
44Bank Payin RefA6CCCn/aBank Payin Reference, e.g. Payin Slip, used for reconciling the bank account. Only used for bank receipt type transactions. Multiple transactions can share one such Reference [from v1.06, previously EC VAT Number, 20 chars].
45NL Account NumberN6YYYYNominal Account Number. This, in conjunction with the Nominal Department value (field 46 below) must represent a valid record in the TAS Chart of Accounts.
46NL Account DeptA3NNNNNominal Department. This, in conjunction with the Nominal Account Number value (field 45 above) must represent a valid record in the TAS Chart of Accounts. NB: if this is blank (i.e. empty or space-filled) the default Department as set up in TAS, normally '100', is used instead.
47AmountN12YYYYAmount (+)Debit or (-)Credit to 2 d.p. Must not = zero. The sum of this for all records in each journal transaction should = 0, indicating that it 'balances' OK. However, the 15 Net and 15 VAT values in the first record must be correct too - see VAT Calculation example below. Note that with the less often used SL & PL Debit/Credit jurnals, the signage for the value in the first record is:
Debit Journals always +, Credit Journal always -.
48User IDA3NNNNNot used; this is a User reference for ASCII file only.
49FC CodeA3NNNn/aOptional. Foreign Currency Code for foreign currency transactions; must be u/case and a valid code in TAS Foreign Currencies, but is ignored if the TAS base currency is specified. Not used in NL Journals.
50FC Exchange RateN12NNNn/aForeign Currency Exchange Rate with base currency. Unless the Foreign Currency is the Euro, it is the amount of Foreign Currency per 1 unit of Base Currency (e.g. USD 1.9563 per £1.00). Max 6 decimal places and, if used, must be > 0, e.g. 1.878534. For the Euro it is the inverse of the 'normal' rate, e.g. 0.689655 (i.e. 1 ÷ 1.45, where there are 1.45 Euros per £). For this field to be processed successfully, there must be a valid value in field 49. If blank, the exchange rate for the specified FC Code in TAS Foreign Currency Rates is used. Not used in NL Journals.
51Service AmountN12NNNNFor transactions for EC Customers, allows Service Amount to be set
52VAT Registration NumberA20NNNNFor transactions for EC Customers
CR1Carriage Return (Hex = 0D, Dec = 13)
LF1Line Feed (Hex = 0A, Dec = 10)

Posted to : Data Transfer File Specifications