DOWNLOAD SAMPLE FILE: MTADIF.dat
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/ Col | Name/Label | Data Type | Max Size | Required For SL Transactions? | Required For PL Transactions? | Required For CB Transactions? | Required For NL Transactions? | Remarks |
|---|---|---|---|---|---|---|---|---|
| 1 | Transaction Num | N | 6 | Y | Y | Y | Y | User generated Transaction Number, one per Journal Transaction. |
| 2 | Ledger | A | 2 | Y | Y | Y | Y | The 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). |
| 3 | Transaction Type | A | 2 | Y | Y | Y | n/a | Type 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. |
| 4 | Account Code | A | 10 | Y | Y | n/a | n/a | Account 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. |
| 5 | Posting Date | A | 10 | Y | Y | Y | Y | Date 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. |
| 6 | Invoice/Ref Num | A | 42588 | Y | Y | Y | Y | This 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]. |
| 7 | Invoice/Ref Date | A | 10 | N | N | n/a | n/a | Invoice/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. |
| 8 | Description | A | 29 | N | N | N | N | Description; blank defaults to the relevant ledger code (SL, PL, CB or NJ) + a description for the Transaction Type, e.g. “NL General Journal”. |
| 9 | Discount % | N | 5 | N | N | n/a | n/a | Not 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.] |
| 10 | Discount Days | N | 3 | N | N | n/a | n/a | Not 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] |
| 11 | Net at VAT Rate 1 | N | 12 | Only 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. | |||
| 12 | Net at VAT Rate 2 | N | 12 | Same for VAT Rate 2 | ||||
| 13 | Net at VAT Rate 3 | N | 12 | Same for VAT Rate 3 | ||||
| 14 | Net at VAT Rate 4 | N | 12 | Same for VAT Rate 4 | ||||
| 15 | Net at VAT Rate 5 | N | 12 | Same for VAT Rate 5 | ||||
| 16 | Net at VAT Rate 6 | N | 12 | Same for VAT Rate 6 | ||||
| 17 | Net at VAT Rate 7 | N | 12 | Same for VAT Rate 7 | ||||
| 18 | Net at VAT Rate 8 | N | 12 | Same for VAT Rate 8 | ||||
| 19 | Net at VAT Rate 9 | N | 12 | Same for VAT Rate 9 | ||||
| 20 | Net at VAT Rate 10 | N | 12 | Same for VAT Rate 10 | ||||
| 21 | Net at VAT Rate 11 | N | 12 | Same for VAT Rate 11 | ||||
| 22 | Net at VAT Rate 12 | N | 12 | Same for VAT Rate 12 | ||||
| 23 | Net at VAT Rate 13 | N | 12 | Same for VAT Rate 13 | ||||
| 24 | Net at VAT Rate 14 | N | 12 | Same for VAT Rate 14 | ||||
| 25 | Net at VAT Rate 15 | N | 12 | Same for VAT Rate 15 | ||||
| 26 | VAT at VAT Rate 1 | N | 12 | Only 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. | |||
| 27 | VAT at VAT Rate 2 | N | 12 | Same for VAT Rate 2 | ||||
| 28 | VAT at VAT Rate 3 | N | 12 | Same for VAT Rate 3 | ||||
| 29 | VAT at VAT Rate 4 | N | 12 | Same for VAT Rate 4 | ||||
| 30 | VAT at VAT Rate 5 | N | 12 | Same for VAT Rate 5 | ||||
| 31 | VAT at VAT Rate 6 | N | 12 | Same for VAT Rate 6 | ||||
| 32 | VAT at VAT Rate 7 | N | 12 | Same for VAT Rate 7 | ||||
| 33 | VAT at VAT Rate 8 | N | 12 | Same for VAT Rate 8 | ||||
| 34 | VAT at VAT Rate 9 | N | 12 | Same for VAT Rate 9 | ||||
| 35 | VAT at VAT Rate 10 | N | 12 | Same for VAT Rate 10 | ||||
| 36 | VAT at VAT Rate 11 | N | 12 | Same for VAT Rate 11 | ||||
| 37 | VAT at VAT Rate 12 | N | 12 | Same for VAT Rate 12 | ||||
| 38 | VAT at VAT Rate 13 | N | 12 | Same for VAT Rate 13 | ||||
| 39 | VAT at VAT Rate 14 | N | 12 | Same for VAT Rate 14 | ||||
| 40 | VAT at VAT Rate 15 | N | 12 | Same for VAT Rate 15 | ||||
| 41 | Cost Amount | N | 12 | N | n/a | n/a | n/a | Cost 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.] |
| 42 | EC VAT YEN Flag | A | 1 | N | N | N | n/a | Only 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. |
| 43 | EC Country Code | A | 3 | N | N | N | n/a | Not used. [was EC Country Code of the customer/supplier if they are in another EC member country] |
| 44 | Bank Payin Ref | A | 6 | C | C | C | n/a | Bank 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]. |
| 45 | NL Account Number | N | 6 | Y | Y | Y | Y | Nominal Account Number. This, in conjunction with the Nominal Department value (field 46 below) must represent a valid record in the TAS Chart of Accounts. |
| 46 | NL Account Dept | A | 3 | N | N | N | N | Nominal 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. |
| 47 | Amount | N | 12 | Y | Y | Y | Y | Amount (+)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 -. |
| 48 | User ID | A | 3 | N | N | N | N | Not used; this is a User reference for ASCII file only. |
| 49 | FC Code | A | 3 | N | N | N | n/a | Optional. 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. |
| 50 | FC Exchange Rate | N | 12 | N | N | N | n/a | Foreign 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. |
| 51 | Service Amount | N | 12 | N | N | N | N | For transactions for EC Customers, allows Service Amount to be set |
| 52 | VAT Registration Number | A | 20 | N | N | N | N | For transactions for EC Customers |
| CR | 1 | Carriage Return (Hex = 0D, Dec = 13) | ||||||
| LF | 1 | Line Feed (Hex = 0A, Dec = 10) | ||||||