How To: Creating the Input File (12-01-02)
Overview
This licensed option is used to import customer payment(s) from a .csv spreadsheet file that will be applied to existing invoices in a single A/R account. You can apply payments to existing DI entries or process returns for existing CM01 entries. Up to two discounts can also be included for each invoice.
Special Notes
- The ‘Auto Update to G/L’ preference in Open A/R Preferences (12-90) has no effect on this selection. To update figures imported with this selection, you must run Cash Receipts Audit/Update (12-02).
Step-by-Step
Below is a sample import file. The first row of the file should contain the headings shown here:
Click image to enlarge.
NOTE: All cells in the spreadsheet should be formatted as ‘Text.’
Column
Description
Invoice
Enter the invoice number that you want to apply payment towards. You can enter as many invoices (for a single A/R account) as necessary in the import file.
Payment
Enter the payment amount to apply to the invoice. For a normal sale (DI), enter the amount as a positive number. For a return (CM01), enter the amount as negative number.
NOTE: The amount entered here should be the original sale amount minus any discount amounts.
Disc1
Enter the discount for the invoice if there is one. This amount should always be entered as a negative number.
Type1
Enter the two-character discount code for the discount amount entered in the previous field. This code must be set up in Discount/Premium Code (12-24).
Disc2
If another discount amount is being applied to the invoice, enter it here as a negative number. Discount 1 and Discount 2 should add up to the amount that appears in the ‘Disc Amt’ column in A/R Account activity (12-61). When a second discount is entered, an additional entry is made for the cash receipt. The first entry includes the payment amount and the first discount amount. The second entry includes only the second discount amount. See the last step of the procedure below for an example.
Type2
Enter the two-character discount code for the second discount amount. This code must be set up in Discount/Premium Code (12-24).
For instructions on saving a spreadsheet as a .csv file, please view the ‘Saving a Spreadsheet as a .csv File’ tutorial.