Difference between revisions of "Cash Receipts Import Guide"

Latest revision as of 11:40, 18 June 2019

1 General Data Import Notes
2 Cash Receipt Import Notes
- 2.1 Timing and Preparation
- 2.2 General Notes
3 Cash Receipt Import File Data Scrubbing
4 Cash Receipt Import Screen (IMPORTCASHREC)
5 Cash Receipt Import Header File Definitions
6 Cash Receipt Import Reconciliation
7 Cash Receipt Import Additional Steps
8 Cash Receipt Import Database Tables

General Data Import Notes

Refer to the Data Import General Information page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.

Cash Receipt Import Notes

Timing and Preparation

The Cash Receipt Import should occur after all customers have been imported, which should mean that all Address Book setup items have been completed, and all the General Ledger Chart of Accounts has been imported. The Address Book Setup Guide covers all of the Rule Maintenance records that should be completed prior to importing vendor records.

The AR Invoice Import should be completed before the Cash Receipts Import so that the invoice numbers exist for applied payments.

The Cash Receipt Import will create transactions for Bank Reconciliation. Imported transactions can be marked as cleared in Bank Reconciliation with the cleared date already set on the import file. If the Bank Rec fields are left blank on the import file, the imported records will have to be cleared in Bank Rec.

General Notes

Imported Cash Receipt amounts will display on the Payment History tab of the associated invoice, but will not affect the invoice balance. It is assumed that the associated invoice balance has already been imported with the correct balance amount which accounts for any historical cash receipts. Cash receipt records are imported to show the detailed receipts that support the difference between the original invoice amount and the current balance.

Date fields - Confirm that the correct dates are placed in the Transaction Date and the Postmark Date fields. The Postmark Date is used as the invoice paid date and is considered the date that the receipt was posted. The Transaction Date is used for reports selects based on transaction date, and is carried through to Bank Rec as the transaction date.

Adjustments and Discounts - Adjustment amounts and discount amounts entered on the import file are imported as separate receipt amounts under the same reference number as the cash received amount. When importing receipts with discounts or adjustments included, the cash amount should reflect the actual cash received and the discount or adjustment amounts should reflect only the discount or adjustment value.

Deposits/Open Credits - Imported credits/deposits will NOT create a corresponding invoice record. The imported credits/deposits create a cash receipt record that will show on Cash Receipts reporting, but they can not be applied toward open invoices unless a separate matching invoice record is created. Deposits/Credits imported through cash receipts will be created with an invoice number of '_DEPOSIT-YYYYMMDD' or '_OPENCR-YYYYMMDD' where the date matches the postmark date from the import file. In order to import a deposit/credit record that can be applied as payment, the receipt must be imported as an invoice record through the AR Invoice Import.

Cash Receipt Import File Data Scrubbing

Every customer's data will have different issues that need addressing. Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing. This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during AP invoice data scrubbing include:

Dates - Make sure all dates follow the MM/DD/YYYY format before importing. Also review each date column and work with the customer to ensure the right dates are being imported in the right columns.

Cash Accounts - Make sure the cash account is entered for each imported line. The cash account controls whether or not the receipt shows up in a GL account tracked by Bank Rec. It also controls how the receipt records are selected on various reports.

Cash Receipt Import Screen (IMPORTCASHREC)

Menu Location: Transaction>>Importers/Exporters>>Accounting>>Cash Receipts Import

File Name/Browse: Use the Browse button to locate and select the completed Cash Receipts import template file (in XLS format).

Export Template: Generates a blank Cash Receipt import template file

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

Validate to TXT file: Selecting this box will create a TXT errors file listing any rows that would create errors such as invalid data, or duplicate records. If no errors are found in the file, the import will still process and no error file will be generated. Checking the validate box only prevents the import process if errors are encountered.

Cash Receipt Import Header File Definitions

Required fields are indicated with an *

f1 - InvNo - AR Invoice to apply the cash receipt as a payment. The invoice record must exist in Adjutant. If left blank, the cash receipt will be created as an open credit or a deposit.

*f2 - CustNo - Bill To customer number in Adjutant

*f3 - TranDate - Transaction Date (MM/DD/YYYY). Used for report selects to differentiate between the GL posting date and the receipt date.

*f4 - PostDate - Postmark or Posted date (MM/DD/YYYY)

*f5 - CashAmt - Dollar amount of cash received

*f6 - RefNo - Reference number or check number

*f7 - CashAcct - Cash GL account, typically a banking account, deposit account, or other cash account

f8 - AdjAmt - Dollar amount of invoice adjustment. This is added to the cash amount value to calculate total payment.

f9 - DiscAmt - Dollar amount of invoice discount. This is added to the cash amount value to calculate total payment.

f10 - Deposit - Enter Y to flag this receipt as a deposit. The invoice number should be blank. If the invoice number is blank and the deposit flag is blank, the record will be imported as an open credit.

f11 - BankDepNum - Bank deposit number. This is used to group and sort Cash Receipts reporting, as well as Bank Reconciliation.

f12 - ClearDate - Bank Reconciliation cleared date. If a date is filled in, the record will be marked as cleared in Bank Reconciliation.

f13 - SNote - Cash Receipt note

f14 - CRTtype - Cash Receipt Type. Valid Cash Receipt type names from the CASHRECTYPE rule should be used.

Cash Receipt Import Reconciliation

Reconciling imported data should begin with spot-checking several records field-by-field for complete data import. Pick records from the source file that have the most data columns filled in. Verify that all source file data fields imported correctly and display as expected.

Run the AR Cash Receipts Report and verify that the imported receipts are reported as expected under the correct customer records. Compare the report totals against the total dollars on the import file for cash amount, discount, and adjustment totals. Verify the amounts total correctly by cash GL account.

Review several AR invoices and verify that the imported cash receipts show up as payments against the corresponding invoices.

Run the AR Aging with Payments Report and verify that receipts and adjustments show up on the report as expected.

Cash Receipt Import Additional Steps

If using Bank Reconciliation, review Bank Rec for the imported transactions. Reconcile or adjust the imported receipts as needed.

Cash Receipt Import Database Tables

CASHREC - Each imported receipt creates a new KEYNO in the CASHREC table. The customer number will show in the PAYEE field as the ENTID. If the receipt is linked to an invoice record, the link will be in the BILLH field which matches the invoice KEYNO from the BILLMAST table.

@@ Line 1: / Line 1: @@
-==General Import Template File Notes==
+==General Data Import Notes==
-*Template files are typically generated from their respective Import screen using an 'Export Template' button.
+Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
-*Using the 'Export Template' button from an updated system will help ensure that you are using the most up-to-date import file, and will help avoid errors.
-*Templates generally (but not in all cases) contain 3 rows of header information.
-**The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
-**The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the field mapping process difficult.
-**The third row (if present) is labelled either with the same values from row 2, or with more detailed field descriptions.  The third row is available to create a customer-friendly name for the associated data column.
-***The third row should be removed from the source file prior to importing.  It will cause errors since it will be treated as the first import record on the file.
-*Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.
-*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports.  Without a current mapping table, the quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system.  It does not need to be run before each import.
-**Export a current list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant for an updated file).
-**Perform a Mapping Table Import on the target system with the XLS file from the step above.
@@ Line 20: / Line 10: @@
 ===Timing and Preparation===
-The AR Invoice Import should occur after all customers have been imported, which should mean that all Address Book setup items have been completed, and all the General Ledger Chart of Accounts has been imported.  The [[Address Book Setup Guide]] covers all of the Rule Maintenance records that should be completed prior to importing vendor records.
+The Cash Receipt Import should occur after all customers have been imported, which should mean that all Address Book setup items have been completed, and all the General Ledger Chart of Accounts has been imported.  The [[Address Book Setup Guide]] covers all of the Rule Maintenance records that should be completed prior to importing vendor records.
-At a minimum, the default CID Items file must be imported and verified in order to use the _MITAXABLE and _MINONTAXABLE system items. If intending to import full invoice item details, all item codes must be imported and verified before importing AR Invoice detailed items.
+The AR Invoice Import should be completed before the Cash Receipts Import so that the invoice numbers exist for applied payments.
-The AR Invoice Import is generally used to import only the open accounts receivable invoices at the time of go-live. However, it is possible to import fully paid (balance equals zero) historical AR invoice records for reference.  If importing both open and fully paid AR invoices, separate the paid records into a separate import batch.  This will make it simpler to reconcile the open AR invoices.
+The Cash Receipt Import will create transactions for Bank Reconciliation.  Imported transactions can be marked as cleared in Bank Reconciliation with the cleared date already set on the import file. If the Bank Rec fields are left blank on the import file, the imported records will have to be cleared in Bank Rec.
-If performing an AR Cash Receipts Import, the AR Invoice Import should be completed first, then the AR Cash Receipts Import.
@@ Line 32: / Line 20: @@
 ===General Notes===
-'''Item Detail''' - Confirm with the customer whether they want to see complete, individual item number detail or if they want to use a single item code for the invoice total. Importing item-level detail will match against the item number in Adjutant. If the imported item matches an existing item number, the matched item ikey will be linked to the imported invoice. If an Adjutant item number does not exist for the imported item, the system will use the 'MISC' item code, but will still display the imported item number and description from the file. Invoice documents produced from imported invoices will show the imported details. However, some reports that rely on the item ikey for selection may not report on these no-match MISC imported items.
+Imported Cash Receipt amounts will display on the Payment History tab of the associated invoice, but will not affect the invoice balance. It is assumed that the associated invoice balance has already been imported with the correct balance amount which accounts for any historical cash receipts. Cash receipt records are imported to show the detailed receipts that support the difference between the original invoice amount and the current balance.
-Importing complete item-level detail will also involve additional review and potential scrubbing of the source file to make sure that all detail lines are imported and that the details total up to the imported invoice total.
+'''Date fields''' - Confirm that the correct dates are placed in the Transaction Date and the Postmark Date fields.  The Postmark Date is used as the invoice paid date and is considered the date that the receipt was posted. The Transaction Date is used for reports selects based on transaction date, and is carried through to Bank Rec as the transaction date.
-'''Taxability''' - Confirm with the customer that they can provide tax amount breakouts for each invoice. You should also confirm that non-taxable invoices are indicated in the source data so the taxable flags can be accurately set in the detail file. Do not lump the tax amount into total unless there is no reasonable alternative for obtaining an accurate and reliable tax amount for each invoice item.
+'''Adjustments and Discounts''' - Adjustment amounts and discount amounts entered on the import file are imported as separate receipt amounts under the same reference number as the cash received amount.  When importing receipts with discounts or adjustments included, the cash amount should reflect the actual cash received and the discount or adjustment amounts should reflect only the discount or adjustment value.
-'''AR GL Accounts''' - The AR GL account (aracct) in the header file is critical if the customer is importing invoices for multiple receivable accounts. Linking each imported AR invoice to the correct GL account is essential for reconciling and balancing the open AR value. Also, the correct AR GL account must be linked on the import in order to separate reporting, such as the AR Aging Report, by receivable account.
+'''Deposits/Open Credits''' - Imported credits/deposits will NOT create a corresponding invoice record. The imported credits/deposits create a cash receipt record that will show on Cash Receipts reporting, but they can not be applied toward open invoices unless a separate matching invoice record is created. Deposits/Credits imported through cash receipts will be created with an invoice number of '_DEPOSIT-YYYYMMDD' or '_OPENCR-YYYYMMDD' where the date matches the postmark date from the import file.  In order to import a deposit/credit record that can be applied as payment, the receipt must be imported as an invoice record through the AR Invoice Import.
@@ Line 48: / Line 36: @@
 * '''Dates''' - Make sure all dates follow the MM/DD/YYYY format before importing. Also review each date column and work with the customer to ensure the right dates are being imported in the right columns.
-* '''Amounts''' - Carefully review and verify that the header file totals and the detail file totals match by invoice number. Also verify that the header subtotal/tax total/total amount values add up correctly and match with the extended price and extended tax values in the detail file.
+* '''Cash Accounts''' - Make sure the cash account is entered for each imported line. The cash account controls whether or not the receipt shows up in a GL account tracked by Bank Rec. It also controls how the receipt records are selected on various reports.
-* '''Terms''' - Make sure terms data is accurate and matches an entry in the TERMS rule. Any imported TERMS value that does not exist in the TERMS rule will create a blank entry in the rule. Best practice is to match each invoice terms to a valid TERMS entry. In some systems, invoice terms are a text field and there is no standardization on the legacy system.  For these instances, it is best to scrub each term value until it matches an existing TERM. Alternatively, you can create a catch-all TERM rule for unknown, incomplete, or undefined term details in the source data.
@@ Line 61: / Line 47: @@
-'''File Name(Header)/Browse:''' Use the Browse button to locate and select the completed Cash Receipts import template file (in XLS format).
+'''File Name/Browse:''' Use the Browse button to locate and select the completed Cash Receipts import template file (in XLS format).
 '''Export Template:''' Generates a blank Cash Receipt import template file
@@ Line 73: / Line 59: @@
 ==Cash Receipt Import Header File Definitions==
+Required fields are indicated with an *
-'''f1 - InvNo''' - AR Invoice to apply the cash receipt as a payment. If left blank, the cash receipt will be created as an open credit.
+'''f1 - InvNo''' - AR Invoice to apply the cash receipt as a payment. The invoice record must exist in Adjutant. If left blank, the cash receipt will be created as an open credit or a deposit.
-'''f2 - CustNo''' - Bill To customer number in Adjutant
+'''*f2 - CustNo''' - Bill To customer number in Adjutant
-'''f3 - TranDate''' -
+'''*f3 - TranDate''' - Transaction Date (MM/DD/YYYY). Used for report selects to differentiate between the GL posting date and the receipt date.
-'''f4 - PostDate''' -
+'''*f4 - PostDate''' - Postmark or Posted date (MM/DD/YYYY)
-'''f5 - CashAmt''' - Dollar amount of cash received
+'''*f5 - CashAmt''' - Dollar amount of cash received
-'''f6 - RefNo''' - Reference number or check number
+'''*f6 - RefNo''' - Reference number or check number
-'''f7 - CashAcct''' - Cash GL account, typically a banking account, deposit account, or other cash account
+'''*f7 - CashAcct''' - Cash GL account, typically a banking account, deposit account, or other cash account
-'''f8 - AdjAmt''' -
+'''f8 - AdjAmt''' - Dollar amount of invoice adjustment. This is added to the cash amount value to calculate total payment.
-'''f9 - DiscAmt''' -
+'''f9 - DiscAmt''' - Dollar amount of invoice discount. This is added to the cash amount value to calculate total payment.
-'''f10 - Deposit''' - Enter Y to flag this receipt as a deposit
+'''f10 - Deposit''' - Enter Y to flag this receipt as a deposit. The invoice number should be blank. If the invoice number is blank and the deposit flag is blank, the record will be imported as an open credit.
-'''f11 - BankDepNum''' - Bank deposit number. This is used to group and sort Cah Receipts reporting, as well as Bank Reconciliation.
+'''f11 - BankDepNum''' - Bank deposit number. This is used to group and sort Cash Receipts reporting, as well as Bank Reconciliation.
 '''f12 - ClearDate''' - Bank Reconciliation cleared date. If a date is filled in, the record will be marked as cleared in Bank Reconciliation.
-'''f13 - SNote''' -
+'''f13 - SNote''' - Cash Receipt note
-'''f14 - CRTtype''' - ''Cash Receipt Type. Valid Cash Receipt type names from the CASHRECTYPE rule should be used. If an entry is found during import that doesn't match an existing CASHRECTYPE rule record, that entry will be added to the CASHRECTYPE rule with no other rule details. This allows the import to complete, but could add unwanted records to the CASHRECTYPE rule.''
-'''*f1 - InvNo''' - AR Invoice number
-'''*f2 - CustNo''' - Sold To customer number in Adjutant
-'''*f3 - BillTo''' - Bill To customer number in Adjutant
-'''*f4 - ShipTo''' - Ship To customer number in Adjutant
-'''f5 - ShipWhse''' - Warehouse name in Adjutant for shipping location. This field is not required on the header file.
-'''f6 - ShipVia''' - Ship Via from original order. Valid ship via names from the SHIPVIA rule should be used. If an entry is found during import that doesn't match an existing SHIPVIA rule record, that entry will be added to the SHIPVIA rule with no other rule details. This allows the import to complete, but could add unwanted records to the SHIPVIA rule.
-'''f7 - FOB''' - Free on Board value from original order. Valid FOB names from the FOB rule should be used. If an entry is found during import that doesn't match an existing FOB rule record, that entry will be added to the FOB rule with no other rule details. This allows the import to complete, but could add unwanted records to the FOB rule.
-'''f8 - SP''' - Salesperson name on the invoice. Salesperson entries should exactly match an existing Contact record set up with the Salesperson attribute. If they do not match, the entry will be imported to the datatable, but it will not display in AR Invoice Master.
-'''f9 - PoNum''' - Customer PO number from the original order
-'''f10 - HeldFor''' - Held For organization ID. This field is not required on the header file.
-'''f11 - SoType''' - Sales Order type. This field is no longer in use.
-'''f12 - TaxRate''' - Tax rate percentage. This value is imported to the datatable, and can be used for custom reporting, but is not used for tax calculations.
-'''*f13 - Terms''' - Payment terms for the selected invoice. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete, but could add unwanted records to the TERMS rule.
-'''f14 - Freight''' - Freight terms for the selected invoice. Valid freight terms from the FREIGHT rule should be used. If an entry is found during import that doesn't match an existing FREIGHT rule record, that entry will be added to the FREIGHT rule with no other rule details. This allows the import to complete, but could add unwanted records to the FREIGHT rule.
-'''*f15 - Invdate''' - Original invoice date (MM/DD/YYYY)
-'''f16 - Orddate''' - Original order date (MM/DD/YYYY)
-'''f17 - Notes''' - Invoice header notes
-'''f18 - Owner''' - Owner organization ID. This field is not required on the header file.
-'''f19 - OrderNo''' - Original order number. Imports to the original order number and sales order number fields. If left blank, the invoice number will be saved as the original order number.
-'''f20 - TaxTable''' - This field is not in use
-'''f21 - DueDate''' - AR invoice due date (MM/DD/YYYY). Imported entries override the calculated due date. If left blank, and a valid TERMS entry is entered, the due date will calculate from the terms of payment.
-'''f22 - ConfirmTo''' - Contact name for the invoice. This name can display on the invoice form with the 'confirmto' expression. It does not have to be a valid contact record.
-'''f23 - Remarks''' - Invoice/Sales Order remarks. (Maximum 30 characters)
-'''f24 - EstDate''' - This field is not in use
-'''*f25 - TaxAmt''' - Total tax amount for the invoice. This value should add to the SubAmt to equal the TotAmt.
-'''*f26 - SubAmt''' - Subtotal amount for the invoice. This value should be the TotAmt minus the TaxAmt.
-'''*f27 - TotAmt''' - Total invoice amount. This should be the sum of the TaxAmt and the SubAmt.
-'''*f28 - Balance''' - Invoice remaining open balance
-'''f29 - AcctMgr''' - Account Manager name on the invoice. Account Manager entries should exactly match an existing Contact record set up with the Account Manager attribute. If they do not match, the entry will be imported to the datatable, but it will not display in AR Invoice Master.
-'''f30 - InvType''' - This field is not in use
-'''f31 - FrAmt''' - Freight dollar amount. This value can be useful for separating the freight value from invoice reports.
-'''*f32 - ArAcct''' - AR GL account
-'''f33 - ProjID''' - Project ID key (MSNID) from the MSN data table. This links the invoice to an existing project record in Adjutant. Either ProjID or ProjNum can be used to link. ProjNum is more common.
-'''f34 - ProjNum''' - Project number. This links the invoice to an existing project record in Adjutant. Either ProjID or ProjNum can be used to link. ProjNum is more common.
-'''f35 - SoDate''' - Sales Order date (MM/DD/YYYY)
-'''f36 - InvType2''' - Invoice form code. This entry matches to the code in the INVFORMS rule to set the default invoice form. If left blank, it will use the default invoice form from the rule.
-'''f37 - InvoiceStat''' - Invoice status code. This entry matches to the code in the INVOICESTAT rule to set the custom invoice status used in AR Invoice reporting. If left blank, it will use the default invoice form from the rule.
+'''f14 - CRTtype''' - Cash Receipt Type. Valid Cash Receipt type names from the CASHRECTYPE rule should be used.
@@ Line 187: / Line 96: @@
 Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
-Review the TERMS rule for any unexpected records added to the rule. Depending on the number of records involved, the rule maintenance records can be cleaned up, and the associated Bill To To records can be manually updated.  Otherwise, clean up the TERMS rule, then delete the imported records, re-scrub the source file, and re-import.
+Run the AR Cash Receipts Report and verify that the imported receipts are reported as expected under the correct customer records. Compare the report totals against the total dollars on the import file for cash amount, discount, and adjustment totals. Verify the amounts total correctly by cash GL account.
-Run the AR Aging Report and compare the open AR balance against the AR control account(s) GL balance.  If the source data was provided along with a clear GL cutoff balance, the two balances should be equal. Look for any data issues, such as incorrect aging, or missing details.
-Run the AR Invoice Register and compare against imported data. Make sure all records and all data fields report as expected.
-Print several imported AR invoices and verify that imported data displays correctly on forms. Review the totals and look for anything that doesn't add up.
+Review several AR invoices and verify that the imported cash receipts show up as payments against the corresponding invoices.
-Review the imported invoices in the Organization Air Hammer and confirm that data displays as expected.
+Run the AR Aging with Payments Report and verify that receipts and adjustments show up on the report as expected.
@@ Line 201: / Line 106: @@
 ==Cash Receipt Import Additional Steps==
-There are no additional steps required to complete the AR Invoice import.  The AR Cash Receipts Import can be run after the AR Invoice Import, if requested.
+If using Bank Reconciliation, review Bank Rec for the imported transactions. Reconcile or adjust the imported receipts as needed.
 ==Cash Receipt Import Database Tables==
-'''BILLMAST''' - Each imported invoice from the Header file creates a new KEYNO in the BILLMAST TABLE, linked to the imported INVNO value. The BILLMAST KEYNO value is the link to the BILLTRAN table (as BILLH in BILLTRAN).
+'''CASHREC''' - Each imported receipt creates a new KEYNO in the CASHREC table. The customer number will show in the PAYEE field as the ENTID. If the receipt is linked to an invoice record, the link will be in the BILLH field which matches the invoice KEYNO from the BILLMAST table.
-'''BILLTRAN''' - Each imported invoice detail line will create an entry in the BILLTRAN table. The BILLH value should match the BILLMAST KEYNO value for the associated AR invoice.