AR Invoice Import Guide - Revision history

Freddy at 12:54, 21 July 2022

2022-07-21T12:54:01Z

Freddy at 12:53, 21 July 2022

2022-07-21T12:53:25Z

Freddy at 19:20, 10 January 2019

2019-01-10T19:20:39Z

Freddy at 16:39, 30 October 2018

2018-10-30T16:39:25Z

Freddy at 20:03, 25 October 2018

2018-10-25T20:03:43Z

Freddy at 19:58, 25 October 2018

2018-10-25T19:58:21Z

Freddy at 17:12, 25 October 2018

2018-10-25T17:12:24Z

Freddy at 17:06, 25 October 2018

2018-10-25T17:06:31Z

Freddy at 17:03, 25 October 2018

2018-10-25T17:03:18Z

Freddy at 16:43, 25 October 2018

2018-10-25T16:43:01Z

← Older revision		Revision as of 12:54, 21 July 2022
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	'''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.		'''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.

−	* Note - The imported AR Invoices do not create accounting distributions. For this import, it is assumed that the historical invoices imported have already been posted to the GL and the open AR balances and associated GL entries already exist in the GL balances. This also means that voiding imported AR Invoices will reflect the voided invoice on any AR Aging reports or other reporting based on the AR invoice, but WILL NOT affect accounting. If imported AR Invoices are voided, any accounting adjustments must be processed manually through a manual journal entry.	+	* '''Accounting Note''' - The imported AR Invoices do not create accounting distributions. For this import, it is assumed that the historical invoices imported have already been posted to the GL and the open AR balances and associated GL entries already exist in the GL balances. This also means that voiding imported AR Invoices will reflect the voided invoice on any AR Aging reports or other reporting based on the AR invoice, but WILL NOT affect accounting. If imported AR Invoices are voided, any accounting adjustments must be processed manually through a manual journal entry.

← Older revision		Revision as of 12:53, 21 July 2022
Line 30:		Line 30:
	'''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.		'''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.

		+	* Note - The imported AR Invoices do not create accounting distributions. For this import, it is assumed that the historical invoices imported have already been posted to the GL and the open AR balances and associated GL entries already exist in the GL balances. This also means that voiding imported AR Invoices will reflect the voided invoice on any AR Aging reports or other reporting based on the AR invoice, but WILL NOT affect accounting. If imported AR Invoices are voided, any accounting adjustments must be processed manually through a manual journal entry.

← Older revision		Revision as of 19:20, 10 January 2019
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−	==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 111: / Line 111: @@
 '''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.
+'''f19 - OrderNo''' - Original order number. Imports to the original order number and displays in the AR Invoice Master screen. If left blank, the invoice number will be saved as the original order number.
-'''f20 - TaxTable''' - This field is not in use
+'''f20 - SONo''' - Original sales order number. Imports to the sales order number field. This record does not display on the AR Invoice Master. If left blank, the invoice number will be saved as the original sales order number.
-'''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.
+'''f21 - TaxTable''' - This field is not in use
-'''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.
+'''f22 - 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.
-'''f23 - Remarks''' - Invoice/Sales Order remarks. (Maximum 30 characters)
+'''f23 - 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.
-'''f24 - EstDate''' - This field is not in use
+'''f24 - Remarks''' - Invoice/Sales Order remarks. (Maximum 30 characters)
-'''*f25 - TaxAmt''' - Total tax amount for the invoice. This value should add to the SubAmt to equal the TotAmt.
+'''f25 - EstDate''' - This field is not in use
-'''*f26 - SubAmt''' - Subtotal amount for the invoice. This value should be the TotAmt minus the TaxAmt.
+'''*f26 - TaxAmt''' - Total tax amount for the invoice. This value should add to the SubAmt to equal the TotAmt.
-'''*f27 - TotAmt''' - Total invoice amount. This should be the sum of the TaxAmt and the SubAmt.
+'''*f27 - SubAmt''' - Subtotal amount for the invoice. This value should be the TotAmt minus the TaxAmt.
-'''*f28 - Balance''' - Invoice remaining open balance
+'''*f28 - TotAmt''' - Total invoice amount. This should be the sum of the TaxAmt and the SubAmt.
-'''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.
+'''*f29 - Balance''' - Invoice remaining open balance
-'''f30 - InvType''' - This field is not in use
+'''f30 - 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.
-'''f31 - FrAmt''' - Freight dollar amount. This value can be useful for separating the freight value from invoice reports.
+'''f31 - InvType''' - This field is not in use
-'''*f32 - ArAcct''' - AR GL account
+'''f32 - FrAmt''' - Freight dollar amount. This value can be useful for separating the freight value from invoice reports.
-'''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.
+'''*f33 - ArAcct''' - AR GL account
-'''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.
+'''f34 - 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.
-'''f35 - SoDate''' - Sales Order date (MM/DD/YYYY)
+'''f35 - 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.
-'''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.
+'''f36 - SoDate''' - Sales Order date (MM/DD/YYYY)
-'''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.
+'''f37 - 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.

@@ Line 35: / Line 35: @@
 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.
 '''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.
 '''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.

@@ Line 32: / Line 32: @@
 ===General Notes===
-'''Invoice Balance''' - Confirm with the customer that the correct unpaid balance is being used for all imported invoices.  Also confirm whether the total of all AP invoice balance amounts, by AP control account, is reconcilable to the GL open accounts payable balance.  This is a common way to reconcile the imported details against the expected GL balance. Address and document any discrepancies or expected issues for reconciling during the go-live conversion.
+'''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.
-'''Invoice Dates''' - Confirm the correct AP invoice dates with the customer. Adjutant uses an invoice date, posted date, and due date for each imported invoice.  Make sure the dates align with customer expectations.
+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.
-==AP Invoice 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:
-* '''Payment Priority''' - This field may not have a counterpart in the customer's legacy data.  Look for any similar field such as payment type or check type that can be converted to a payment priority equivalent value.  Filter the source data to look for all variations on a corresponding field and make sure each variation is mapped to a hard-code payment priority value.
+* '''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.
-* '''Terms''' - Make sure terms data is accurate and matches an entry in the TERMS rule. Any imported PTERMS 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 rule 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.
+* '''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 144: / Line 148: @@
 '''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.
@@ Line 213: / Line 216: @@
 '''f30 - 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.
@@ Line 223: / Line 223: @@
 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 Remit 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.
+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 AP Invoice Report and compare against imported data. Make sure all records and all data fields report as expected.
+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 Approve AP Invoices process and spot-check a few individual invoices for approval balances and settings. Try approving a single invoice using the 'A2P' button and look for any issues with approval amounts.
+Run the AR Invoice Register and compare against imported data. Make sure all records and all data fields report as expected.
-Verify that all 1099 amounts imported correctly by spot-checking several different vendors.
+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 the imported invoices in the Organization Air Hammer and confirm that data displays as expected.
@@ Line 237: / Line 235: @@
-==AP Invoice Import Additional Steps==
+==AR Invoice Import Additional Steps==
-There are no additional steps required to complete the AP Invoice import.  The AP Check Import can be run after the AP Invoice Import, if requested.
+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.

@@ Line 243: / Line 243: @@
-==AP Invoice Import Database Tables==
+==AR Invoice Import Database Tables==
-'''APMAST''' - Each imported invoice from the Header file creates a new KEYNO in the APMAST TABLE, linked to the imported APINVNO value. The APMAST KEYNO value is the link to the APDIST table (as KEYNOH in APDIST).
+'''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).
-'''APDIST''' - Each imported distribution detail line will create an entry in the APDIST table. The KEYNOH value should match the APMAST KEYNO value for the associated AP invoice. The PTYPE will be 'D' for distribution details, and 'C' for Control lines. Note that imported AP Check details will also create details in the APDIST table, so be careful of deleting any unintended records.
+'''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.

@@ Line 16: / Line 16: @@
-==AP Invoice Import Notes==
+==AR Invoice Import Notes==
 ===Timing and Preparation===
-The AP Invoice Import should occur after all vendors 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 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.
-In order to accurately import 1099 amounts associated with AP invoices, all vendors should be set up with the correct 1099 Type in their Remit To attribute screen.  The AP Invoice Import requires the 1099 Type be filled in on the Remit To record.
+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 AP Invoice Import is generally used to import only the open accounts payable invoices at the time of go-live. However, it is possible to import fully paid historical AP invoice records for reference.  If importing both open and fully paid AP invoices, separate the paid records into a separate import batch.  This will make it simpler to reconcile the open AP invoices.
+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.
-If performing an AP Check Import, the AP Invoice Import should be completed first, then the AP Check Import.
+If performing an AR Cash Receipts Import, the AR Invoice Import should be completed first, then the AR Cash Receipts Import.
@@ Line 54: / Line 54: @@
 Menu Location: Transaction>>Importers/Exporters>>Accounting>>AR Invoice Import
-[[File:APINV_Import.png]]
+[[File:importinv.png]]
-'''File Name(Header)/Browse:''' Use the Browse button to locate and select the completed AP Invoice Header import template file (in XLS format). Note - both the Header and Distributions files are required and must be imported at the same time.
+'''File Name(Header)/Browse:''' Use the Browse button to locate and select the completed AR Invoice Header import template file (in XLS format). Note - both the Header and Details files are required and must be imported at the same time.
-'''File Name(Dists)/Browse:''' Use the Browse button to locate and select the completed AP Invoice Distributions import template file (in XLS format). Note - both the Header and Distributions files are required and must be imported at the same time.
+'''File Name(Details)/Browse:''' Use the Browse button to locate and select the completed AR Invoice Details import template file (in XLS format). Note - both the Header and Details files are required and must be imported at the same time.
-'''Export Template:''' Generates a blank AP Invoice Header or Distributions template file
+'''Export Template:''' Generates a blank AR Invoice Header or Details 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.
-'''Sage/AccPac/SBT Data:''' This checkbox is no longer used
+'''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.

@@ Line 50: / Line 50: @@
-==AP Invoice Import Screen (IMPORTAPINV)==
+==AR Invoice Import Screen (IMPORTINV)==
-Menu Location: Transaction>>Importers/Exporters>>Accounting>>AP Invoice Import
+Menu Location: Transaction>>Importers/Exporters>>Accounting>>AR Invoice Import
 [[File:APINV_Import.png]]
@@ Line 71: / Line 71: @@
-==AP Invoice Import Header File Definitions==
+==AR Invoice Import Header File Definitions==
 '''*f1 - InvNo''' - AR Invoice number
@@ Line 206: / Line 206: @@
 '''f25 - Shipto''' - Ship To organization ID for the associated line item
-'''f26 - Phase''' - Project Phase name.  This must match an existing phase name for the associated project
+'''f26 - Phase''' - Project Phase name.  This must match an existing phase name for the associated project.
 '''f27 - 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.
@@ Line 221: / Line 221: @@
-==AP Invoice Import Reconciliation==
+==AR Invoice 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.