Import Invoices

Menu Path: From Billing & Receipts, select Miscellaneous Billing, select Invoices, and then select Import Invoices.

You can use this option to accept a file containing invoices created by a third-party software package. The imported invoices display as batch invoices which can be posted to accounts in the Miscellaneous Billing system.

The Import Process

The import process does the following:

• Loads the 3rd party system import file using the layout described in the Import Invoices File section below. The data does not load into a table.

• Sets the Control Number of all invoices created to the value entered on the Import Invoice window.

• Applies the value entered in the Comment Line to all invoices created.

• Validates the service code for each line of the file against the Services table.

• Validates the item codes for each line of the file against the Items table. If the item code is missing or is in, the batch invoice will be created with a blank item code, and the invoice status will be set to "Hold." A message will display on the import invoice report.

• Checks invoice numbers established by the 3rd party system to ensure that they do not already exist within Miscellaneous Billing. If no invoice exists with the number provided, then that number will be used to generate the invoice. If the invoice number does exist, a new invoice will be generated using the standard auto numbering process for invoices. These cases will be reported on the import invoice report.

• Sets the Invoice Date and Due Date to 01/01/1950 if either field or both fields are blank or in. This will be reported.

• Defaults the payment terms code from the Customer Defaults table.

• Fills the Item Description and Unit Name fields based on the default values of the item codes for that item.

• Uses the default accounting for all items. The default accounting is based on the Services and Items tables.

Entity Record Creation Process

Valid Customer Number in Input File

• The customer is used on the invoice.

• If a customer name in the import file does not match the name on the existing customer record, a message prints on the invoice import report.

• If Billing Address 1 and Billing city/state/zip in the import file and the address fields do not match the customer's billing address for the entity, a message prints on the invoice import report.

• If the service does not exist for the customer, a service record is created using the penalty and interest codes from the Services reference table.

In Customer Number Or No Customer Number provided in Input File

• If any Entity Information fields are blank on the Import Invoice window, the record will be rejected.

• If Customer Name, Billing Address Line 1, or Billing city/state/zip fields are blank, the record will be rejected.

• If the Billing city/state/zip fields cannot be split into distinct City, State, and Zip Code fields, the record will be rejected.

• If the record has not been rejected, the process searches for an existing entity with the customer name and Billing Address Line 1, City, State, and Zip Code.

  • If an exact match cannot be made, a new entity is created with a mailing address using the address information provided in the import file, and a new customer is created.

  • If an entity is found, the first entity found is used. This entity is used to search for an existing Miscellaneous Billing customer using the entity and the entity address. The first customer match to be made is used. If no customer is found, a new customer is created using the entity and billing address found.

• If the Autonumber Customers flag on the Miscellaneous Billing profile is set, then new customers created will use the Auto Numbering method within Miscellaneous Billing. If this flag is not set, the customer number provided in the import file is used as the customer number. If there is no customer number, the Auto Numbering method is used.

After the batch invoices have been created, you may review, update and post the invoices using the standard Batch Invoice options within Miscellaneous Billing.

Import Invoices File

The import file is an ASCII pipe-delimited ( | ) file containing records in the following layout. One record per line.

Import invoices

1. Complete the fields in the Import File Information and Default Entity Information sections. For details, refer to the Fields section below.

2. Click OK to import the file. If you encounter any errors, a Rejection or Citation/Error message displays.

Fields

Import File Information Section

Default Entity Information Section

These fields will default as defined in the profile. If any of these fields are left blank, any records in the import file that need to have an entity created will be rejected.