This manual describes the steps to extract the Capricorn AR invoices from Pronto to be uploaded to Capricorn’s CAPLINK software.

Go to Sales Order  Capricorn Sales ProcessingDi Capricorn Transaction Enquiries

Enter the date range [Select the calendar icon/image to quickly pick a date/month from the Calendar] 

As soon as a date range is picked up, a list of transactions will be generated.

Click on the Export Data Grid icon .

The list will be downloaded as below and should save to your machine.

Select the downloaded file to open it (usually found at the bottom of your screen as per snapshot above).

When the file opens in Excel, click on “Enable Editing” at the top.

Save the file to the Capricorn Drop folder on your PC by going to File Save As

The file type will need to be changed / saved as a CSV (Comma delimited) (*csv).

Select from the drop down

Select the CAPLINK Drop location defined for this purpose

Save the file in the Capricorn folder as shown to you by the Capricorn Support team. 

Usually, a shortcut would have been created for you under “Quick Access” to the required folder. 

Do not drop the file directly in the subfolder “ARCHIVE”

If unsure, please contact the Caplink Support team for further assistance. 

Note: Once saved, please close the excel file before proceeding to the next steps.

To Push the file through to Capricorn straight away, log on to CAPLINK

Click on the “SEND/RECEIVE” option a few times

The CSV file should be imported into CAPLINK. You may or may not see transaction uploading in the “ConnectIT Listener” window data 

To check if all invoices have been processed, click on the “Sent Items” folder.

All new transactions will appear under “Sent Items” in CAPLINK. It is highly recommended to contact the CAPLINK Support if ever in doubt or if not seeing the transactions you have uploaded appear.

Once a transaction is visible in “Sent Items” it will go through the following processing phases/statuses while trying to transmit to the Capricorn gateway.

Pending  Processing  Processed or Processing Failed

• In above example, the transaction (1) in green is still “Processing”. It could still potentially fail or process. 
• The transaction in red (2) has failed [Status = “Processing Failed”] 
• The transaction in blue (3) has successfully transmitted to Capricorn. 

Capricorn can only see transactions that have the final status of “Processed” and which are appearing in blue at Supplier’s end under “Sent Items”.  

FINAL CHECKS PROCESS:

To review final transactions outcome and quickly pick up the ones that have not hit the Capricorn end, follow steps below in Caplink:

1. Select “Sent Items”
2. Select filters “Pending”, “Processing” & “Processing Failed” 

You do not need to select the “Processed” ones as you are only interested in the ones that have not successfully transmitted back to Capricorn. 

3. Select the “Period” parameter
4. Select a suitable period (Default is “Today”). We recommend selecting “Past month” or “Past Qtr” to make sure you have covered everything for recent times.
5. Click on “Search”   The results will be outputted in the bottom section

Ideally once all transactions are processed successfully, there will be only “Processing Failed” ones if any.

The below example, using the recommended filtering parameters listed above, shows a couple of failed transactions and one still processing. 

Selecting a failed transaction and clicking “View Log” may give you some additional information about the failure.

The CAPLINK “End of Month Close-Off” is listed in the top left corner of CAPLINK when logged in and provides the end user the deadline to process their transactions for a specific month. The deadline is usually the 2nd (sometimes the 3rd business day of the new month) depending on the month.

Capricorn cannot guarantee the outcome of anything processed after a listed deadline. The deadline also defines under which month a transaction shows up reporting wise in CAPLINK specifically. 

    It is the end user responsibility to make sure all transactions that have failed or have not processed in a timely fashion are addressed adequately. If ever in doubt, please email the Caplink Support team to help you review.  

For all your CAPLINK related queries and issues, you can contact the CAPLINK Support team at Capricorn Society Limited.

Email [Preferred and quickest option]: caplink.support@capricorn.coop

Ph: 1800 327 437 (AU) or 0800 401 444 (NZ)  Ask for CAPLINK Support

Location: Western Australia      Time: +08 GMT