How To: Importing the Cash Receipts File (12-01-02)
Overview
This tutorial describes how to import the cash receipts file.
Step-by-Step
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- Click the icon to the right of the ‘Select Import file’ field.
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- Select the .csv file from your computer to import.
- Make sure that the file is not open on your computer.
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- Click the Preview Import button.
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- A new window opens showing the details of the import file, which includes the:
- total dollar amount being applied to the invoice(s)
- total dollar amount for Discount 1
- total dollar amount for Discount 2
- total number of tickets (invoices)
Click Ok if the information is correct. To import a different or updated file, click the Respecify File button.
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- In the ‘Apply Date’ field, enter or select from the calendar, the date for which the payment is being applied.
- Enter the G/L Number for this payment in the ‘Bank G/L Number’ field.
- In the ‘Account Number’ field, enter the A/R account number for this payment. Remember that you can only apply payment to one A/R account at a time (one import file per account).
- In the ‘Check Number’ field, enter the check number for the payment.
- Accept or modify the amount of the check in the ‘Check Amount’ field.
- Click the Apply Money button.
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- The system processes the input file and a new window appears with the batch number and the processed dollar amount of the payment. Click Export Details to download a file containing information about the file import. If the import was successful, the cash receipt is ready for audit/update. If the import failed, you will need to identify the problem and re-upload the file.
- After exporting details, click New File to import another file or click Close to exit this selection.
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- When you are finished uploading cash receipt files, run the Cash Receipts Audit/Update selection (12-02).
IMPORTANT: Even if the ‘Auto Update to G/L’ preference is set to Y in Open A/R Preferences (12-90), you must run the Cash Receipts Audit/Update selection.
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- Verify the payments through A/R Account Activity (12-61).
- Remember that when two discounts are imported for a single invoice, 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 Invoice AA0HPT in the screenshot above for an example.