Importing Account Invoices and/or Credit Memos

Modified on Thu, Apr 10 at 10:09 AM

Invoices/Credit Memo Import

TIP: Import files must be saved as tab delimited text before they can be imported into Connected.

Use this function to import invoices and/or credit memos for entries created outside of CONNECTED. Importing invoices updates customer balances, inventory levels (if inventory is active), and general ledger accounts. Invoices that are imported are unposted and the General Ledger account distributions will be created during the posting process. Imported invoices are on account and unpaid, requiring payment or an application to be applied at a later date.

WARNING: If you delete an unposted Invoice/Credit Memo you will not be able to re-import the same invoice number again since CONNECTED maintains a record of every invoice number and its status.

NOTE: CONNECTED will not import duplicate invoices, as defined by an existing invoice number in the data-file.

Preparing CONNECTED Before Importing

Before importing Invoices, you must have:

1 Configured Accounts Receivable to your requirements in the A/R Defaults screen.

2 Entered Customers.

3 Entered Items.

4 Defined your GL Accounts, Tax Codes, Payment Terms and Sales Representatives (if enabled).

Preparing the Spreadsheet

There are certain fields that are required for importing Invoices and some fields that if left blank will use default values. The Import Invoices/Credit Memos screen is shown below.

Invoice/Credit Memo fields are explained below:

(1) Customer Code – (required) Alpha numeric field. Maximum length 10 characters.

(2) Invoice No. – (required) Numeric field only. Maximum length 10 numbers. Enter the invoice number that corresponds to the detail line (i.e., invoice #1000 may have 3 detailed lines). See example at the end of this section.

(3) Invoice Date – (required) Date in the format MM/DD/YY (i.e., 01/31/21).

(4) Location – Numeric field only. Each invoice can only have one location.

(5) Item No – (required) Alpha numeric field. Maximum length 15 characters

(6) Quantity – (required) Numeric field. Enter the quantity of the specified item that was sold. CONNECTED checks automatically to ensure that there is a suitable quantity available of the item before committing the quantity of stock during the import. NOTE: If all quantity values are negative for an invoice record, this record will be imported as a Credit Memo.

(7) Unit Price – (required) Numeric field. Enter the selling price of the item sold.

(8) Discount (%) or ($) - Numeric field. If a discount was given on the invoice, enter the value (either % or $).

(9) Tax Code – Alpha numeric field. Maximum length 3 characters. If value not supplied will use customer default selection.

(10) Sales Rep Code – Alpha numeric field. Maximum length 3 characters and requires Sales Reps be enabled. If value not supplied will use customer default selection.

(11) Terms Code – Alpha numeric field. Maximum length 3 characters. If value not supplied will use customer default selection.

(12) Ship Via – Alpha numeric field. Maximum length 20 characters.

(13) FOB – Alpha numeric field. Maximum length 15 characters.

(14) Freight – Numeric field. Enter the value of freight charged on the invoice.

(15) PO No – Alpha numeric field. Maximum length 20 characters. Enter the customer’s PO number for reference purposes.

(16) SO No – Numeric field only. Maximum length 10 digits. Enter your internal sales order number for reference purposes.

(17) Job No – Alpha numeric field. Maximum length 10 characters; must have been previously entered into CONNECTED.

(18) Comments – Alpha numeric field. Maximum length 80 characters.

(19)-(39) Custom Sales Fields – See the Defining the A/R Defaults section of Accounts Receivable chapter of the Connected User Guide (under the Help menu) for more information. Fields 19-24 alpha-numeric; 25-26 numeric, 27-28 date, 29 comments, and 30-39 alpha-numeric.

(40) Web Order No - Alpha-numerical field; maximum length 30 characters. NOTE: If Auto Invoice Numbers are enabled AND if no "Invoice No" is imported (column 2) AND if a web order number is imported (column 40), the web order number will be used to group the detail lines and automatically assign am invoice number.

Sample screen of the first few columns of a spreadsheet for preparing a Invoice/Credit Memo import file. The example below includes 4 separate invoices, the first invoice with takes two rows, is highlighted in green.

Importing

To import the Invoices/Credit Memos into the Accounts Receivable module:

NOTE: Make sure your spreadsheet has been saved as a tab delimited text file. CONNECTED cannot import Excel spreadsheets unless saved as tab delimited text.

1) Select Import from the File menu and choose Invoices/Credit Memos.

2) The Import Invoices/Credit Memos window appears.

3) Select Start Import. Click on the file that to be imported from the selection window.

4) Once the file is selected, a message will appear with a reminder to make sure that you have a backup before proceeding.

5) Select Yes when prompted in order to proceed. The records appear in the window as they are imported.

Possible Errors

• Invoice Date out of range

• Customer does not exist

• Duplicate Invoice No

• Tax Code does not exist

• Sales Rep code does not exist

• Job No does not exist

• Invalid Inventory Item

• Invalid Location