BASWARE Back Office Interface Setup

The Back Office Interface is designed to transfer your revenue information to the BASWARE Back Office System.

The export file is generated in the OPERA night audit once per business date. All invoices are included in the same file, starting from the invoice header record and concerning detail records/rows listed next to the invoice header record. Footer records populate once only in the end of the file.

Numeric fields (Nx) are filled by ’0’ in front, without a comma as a decimal indicator. Character fields (Ax) with left alignment are filled with a space. DATE fields use the format (D) YYYYMMDD.

Interface Selection

Select Configuration > External > Back Office > Interface. Click the Change Interface button to display a pop-up box with all available interfaces. Select the Scala Interface and click OK.

Following is the export setup for the Scala Back Office Interface.

Header Records

Position	Length	Type	Description
01 – 02	2	A	Record Identifier, standard value = T1
03 – 04	2	A	Version ID
05 – 54	50	A	Customer e-Invoice Address
55 – 104	50	A	Guest Name
105 – 154	50	A	Guest Name 2
155 – 204	50	A	Guest Name 3
205 – 254	50	A	Payee Address Line 1
255 – 304	50	A	Payee Address Line 2
305 – 354	50	A	Payee Address Line 3
355 – 404	50	A	Payee Address Line 4
405 – 414	10	A	Payee Address Postal Code (ZIP)
415 – 444	30	A	Payee Address City
445 – 464	20	A	Payee Address Country
465 – 474	10	A	Payee AR Number
475 – 484	10	N	Hotel System’s Invoice Number (printed = invoice_no)
485 – 492	8	D	Invoice Generation Date
493 – 500	8	D	Invoice Due Date (default +10 days)
501 – 520	20	N	Bank Payment Reference
521 – 580	60	A	Guest Name as Last Name + First or Group Name
581 – 680	100	A	Billing Reference given by customer (r.udfc06)
681 – 730	50	A	Custom Reference given by customer
731 – 780	50	A	External Reference, confirmation no from external systems
781 – 830	50	A	Billing Contact Person
831 – 836	6	N	Room Number
837 – 844	8	D	Guest Arrival Date
845 – 852	8	D	Guest Departure Date
853 – 862	10	A	Hotel ID
863 – 864	2	A	Language Code
865 – 866	2	A	Invoice Type (EI=eInvoice, PR=Printing, EM=eMail)
867 – 880	14	N	Invoice Gross Total Amount, up to 4 decimals
881 – 894	14	N	Invoice Net Total Amount, up to 4 decimals
895 – 908	14	N	Invoice Due amount (Amount to be paid), up to 4 decimals
909 – 918	10	A	Invoice Attachments (Blank = None)
919 – 938	20	A	Payee Tax1_no
939 – 958	20	A	Payee Tax2_no
959 – 973	15	A	Hotel System’s Reservation Confirmation Number
974 – 1100	127	A	SPACE (in reserve), customer specific needs
Total	1100

Detail Records

Position	Length	Type	Description
01 – 02	2	A	Record Identifier, standard value = T2
03 – 04	2	A	Version ID
05 – 14	10	N	Payee AR Number
15 – 24	10	N	Hotel System’s Invoice Number
25 – 25	1	N	Row Type: 0 = Regular product record, printed on invoice 1 = Package item record, not printed on invoice but needed for VAT calculation 2 = Comment line, printed on invoice, all other details always defaulted on this row 3 = Hotel package header, Printed on invoice. The price is grand total of row type 1 records belonging to concerning package header
26 – 105	80	A	Record Description
106 – 112	7	N	Amount Sign (positive = blank) and amount up to two decimals (e.g., ’ 000100’ tai ’-000200’)
113 – 124	12	N	Product Gross Unit Price, up to 4 decimals, no amount sign.
125 – 136	12	N	Product Net Unit Price, up to 4 decimals, no amount sign
137 – 148	12	N	Amount Sign + Gross Total Price, up to 4 decimals
149 – 160	12	N	Amount Sign + Net Total Price, up to 4 decimals
161 – 165	5	N	Record VAT % with two decimals. E.g. 02200 = 22%
166 – 173	8	D	Product Posting Date
174 – 193	20	A	Product Subgroup
194 – 1100	907	A	SPACE
Total	1100

Footer Records

Position	Length	Type	Description
01 – 02	2	A	Record Identifier, standard value = T9
03 – 08	6	N	Record Total Quantity in the File
09 – 850	1092	A	SPACE
Total	1100