What is Daycos?

Daycos is a billing services company. In our experience this service is used by companies handling US military or government jobs.

What is the Daycos Feed?

As part of Daycos’s service, they generate the Public Vouchers (the military or government equivalent of Invoices). This means that for Moveware Jobs where the Daycos service is going to be used, the Invoice will not be generated from Costing. Instead the Invoice will be generated from the Daycos billing feed. The match is done via a GBL number and the Job Number.

The integration will generate the Invoice with a number generated by Daycos. The charge lines within the Invoice are also generated by the feed, and they will match via code with Products in Moveware.

Once a Job is ready for invoicing, a clerk goes to the Daycos website and uploads the support files and Job ID Numbers (Moveware Job Number and GBL) to be invoiced.  Daycos starts working on those and once they are ready, they generate a text file with charge lines associated to the Invoices. 

How does the process work?

1. Daycos generates a TXT file (or several) with a fixed length per field.  Each file could contain data pertaining to one or more Invoices.
2. Periodically, Moveware automatically checks in the DAYCOS import folder for any new Invoices.
3. This location has two other folders:
   1. “Imported” where the successfully imported files go.
   2. “LOGS” where you can find any issues logged. 
4. These two locations also generate the Moveware notifications for a predefined user (normally an Accountant). 
5. For each line, it will validate the following before importing in the Invoice: 
   1. The Invoice Number either does not exist or is not posted in Status U. 
   2. A Job can be found using the GBL. If not found, then can be found using the Invoice Number (if the Invoice Type is O or Invoice Number minus the Sequence Number if that Invoice Type is S).
6. If the Invoice Number does not exist, Moveware will create an invoice and link it to the Job. The Invoice Number will simply be the Invoice Number in the import.
7. If the Invoice Number already exists, it will simply import in the charge lines to the existing Invoice (this means that there can be duplicates if the same charge line had previously been imported).
8. The Debtor used in these Invoices is hardcoded. Meaning that this Job is normally invoiced inside Moveware to a unique Debtor (usually a government branch).
9. The Removal Product on each charge line is found using the following: 
   1. The Bill Type Class matching the Removal Product Group and  
   2. The Bill Type Code matching the Product Code.
10. If the charge line is not found then this particular charge line will not be imported (the rest will still be imported). 
11. If one or more lines have been successfully imported into Moveware, the file is moved to the Imported folder set in the DAYCOS code.
12. If no lines have been imported, the file will remain in the import folder. 

Notifications and errors

Users who have been assigned to the ‘Daycos Import’ Notify group under Employee Management -> User Details will also receive Reminders/Notifications of any import results.  Any error is written to a log in the log folder set in the DAYCOS code. These logs can be used by the Accounting team to verify the cause of the issue and rectify.

Posting invoices

Accounting can now go to the Invoice Update screen and Post all Invoices as usual. 

Final step

Once the automated process is completed, the accounting clerk downloads the Invoices (Public Vouchers). The user will download the PDF containing several Invoices, split it manually and save it in each Job folder. 

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