Xilnex-AutoCount - Document Field Mapping

Xilnex-AutoCount - Document Field Mapping

Document Field Mapping specifies how Xilnex fields appear in AutoCount document fields. This includes header-level data (like Document Number and Customer) and detail-level data (like Item Description and Tax Code).

What Is Document Field Mapping?

Document Field Mapping controls:
  1. Header-level fields – Information at the document level
    (e.g., Document No., Customer Code, Terms, Description)
  2. Detail-level fields – Information at the line item level
    (e.g., Item Description, Quantity, Tax Code, Project Code, Department)
  3. Custom formulas – Combine fixed text and variables to create dynamic numbers and descriptions.

Step-by-Step: Setting Up Document Field Mapping

Step 1: Navigate to Document Fields
  1. Go to Integration > AutoCount > Document Fields
  2. Select the module (e.g., Sales)
  3. Select the document type (e.g., Cash sales (Retail))
Step 2: Generate Default Mapping
  1. For first-time setup, the system can auto-generate a default template:
  2. Click "More" → "Add default values"
  3. The system creates a mapping template based on the AutoCount document type
  4. A list of default field mappings appears
Idea
Example for Cash Sales:
  1. Voucher number → "CS-" (fixed prefix)
  2. Project code → (from Xilnex project)
  3. Document date → (from sales date)
Step 3: Review and Customize the Mapping
  1. In the list, you'll see:
    1. Xilnex document field (left) – e.g., "Voucher number"
    2. AutoCount document fields P1, P2, P3, etc. (right)
  2. Double-click to modify it
  3. The details panel opens
Step 4: Customize Individual Field Mappings
Idea
Example:
Customizing the Voucher Number
Default: CS- (fixed) + Project Code + Document Date
Result: CS-PG-20251001
If you want to change it:
  1. Double-click the "Voucher number" line
    1. The details panel shows:
    2. Field: Voucher number
    3. Document field P1: CS- (fixed value)
    4. Document field P2: Project code (variable)
    5. Document field P3: Document date (variable)
  2. To modify, you can:
    1. Change P1 to R- (change prefix from CS to R)
    2. Add new fields using "+ Add field"
    3. Remove fields using "Remove"
  3. Click "Save"

Available Mapping Variables

When mapping a field, you can use these types of values:
Type
Example
Purpose
Fixed value
CS-, INV, #
Static text to prepend or append
Xilnex variable
Project code, Document date, Outlet code, Store name
Dynamic data from Xilnex
Combination
CS-PG-20251001
Fixed + Variable + Variable

Examples

1. Creating a Custom Cash Sales Voucher Number

Goal: Generate voucher numbers as CS-PG-20251001 where:
  1. CS- = fixed prefix (Cash Sales)
  2. PG = project code of the store
  3. 20251001 = sales date in YYYYMMDD format
Steps:
  1. Go to Integration > AutoCount > Document Fields
  2. Select module: Sales, document: Cash sales (Retail)
  3. Click "More" → "Add default values" (if not already done)
  4. Double-click the "Voucher number" line
  5. In the details panel:
    1. P1: Change to fixed value CS-
    2. P2: Select variable Project code
    3. P3: Select variable Document date
  6. Click "Save"
Info
Result:
All cash sales vouchers will be numbered like CS-PG-20251001, automatically formatted by store and date.

2. Customizing Description Fields

Goal: Purchase invoice descriptions should say "Xilnex Purchase" instead of the default
Steps:
  1. Go to Integration > AutoCount > Document Fields
  2. Select module: Purchase, document: Purchase invoice (Receive)
  3. Click "More" → "Add default values" (if not already done)
  4. Double-click the "Description" line (in the Detail section)
  5. In the details panel:
    1. P1: Change to fixed value Xilnex Purchase
  6. Remove any other P fields (P2, P3) if present
  7. Click "Save"
Info
Result:
All purchase invoices will show "Xilnex Purchase" in the description field in AutoCount.

Common Header-Level Fields

These fields typically map at the document header level:
  1. Document No. – Voucher number, invoice number
  2. Customer/Supplier Code – Customer or vendor ID
  3. Description – Transaction description
  4. Terms – Payment terms (e.g., "C.O.D.", "Net 30")
  5. Project Code – Store or department project code
  6. Currency – Currency code (MYR, USD, etc.)
  7. Date – Document date

Common Detail-Level Fields

These fields typically map at the line item level:
  1. Item Description – Product description
  2. Quantity – Item quantity
  3. Unit Price – Price per item
  4. Tax Code – Tax treatment (VAT, GST, etc.)
  5. Project Code – Project assignment per line
  6. Department Number – Cost center or department

Tips for Field Mapping

  1. Start with defaults – Auto-generate defaults first, then customize
  2. Test before full rollout – Map one document type, run a test post, verify in AutoCount, then move to others
  3. Use consistent naming – Align descriptions and prefixes with your company standards
  4. Dynamic numbering – Use variables to create unique, traceable document numbers automatically

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