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Import AR Invoice along with Payment Info Via Import Scenario

  • 7 February 2024
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hsarjapur
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Hello Community, 

Here is a scenario for doing this multi-step importing of data. Our client has a spreadsheet with Invoice data and payment data in same file, we need to import this into Acumatica as AR Invoice and then apply the payment towards the invoice in one shot or in one scenario itself. Is this possible? 

If we don’t do it in one scenario, then the auto-generated Invoice number will not be known to us for us to import payments and refer that Reference nbr, hence I’m thinking we need one scenario to import both Invoice data + Payment data. 

Any suggestions or anybody has tried this before, would love to hear. 

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Best answer by Laura02 7 February 2024, 22:45

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Acumatica VAR, ISV & MVP (2015-2023), Visit www.Info-Sourcing.com

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Laura02
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Hello @hsarjapur ,

I think you will need to first import Invoices and second, import customer Payments using something like Acumatica’s ACU Import AR Payments with Applications Scenario shown below. 

  1. You could use manual invoice numbering with the Invoice import so that you DO know the invoice numbers in advance and can use them in the Payment Import.
  1. You could use a different field like Customer Order Number (or Invoice Description) in the Invoice import and then again in Payment Import, to select the Invoice Number where the Payment should be applied.

Example:

  • Include unique Customer Order number on each AR Invoice. 
  • Use highlighted yellow field shown below to select the Documents to Apply --> Reference Number of the Bill to  apply the payment.

Laura

Laura ~ Klear Systems, Inc. Irvine, CA. ~ Please remember to "Mark Best Answer" to help those who are facing the same problem.~
hsarjapur
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@Laura02  - Appreciate the quick response, however we don’t want to switch to manual numbering as this stops other transactions done in the system such as Credit Memo or converting an order to invoice etc don’t want to deal with that. 

Secondly if the AR Invoice auto-generated then we won’t know the Invoice number ahead of time to apply the payment against, the Reference nbr field I’m assuming its only as a reference and not a key field the sceanrio will be able to look up and match, so that defeats the purpose, hence want some automated way of using one scenario to import both transaction data. 

Can you confirm if the Reference Nbr links back to Invoice and it adds to this payment document? 
 

Thanks

Acumatica VAR, ISV & MVP (2015-2023), Visit www.Info-Sourcing.com
Laura02
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Hello,

You will need two imports unless you are developing a custom import that can feed data directly to two screens with one process. Acumatica Import Scenarios require selection of only one screen:

When we use Reference Nbr. → Customer Order Number Field/Action Name from Documents to Apply Target Object to look up the Reference number, Acumatica will use Customer Order Number in Column E to Find the invoice reference number in Acumatica while entering/applying the payment.

 

Example spreadsheet containing Invoices & Payments

When importing Invoices using the above example, Acumatica uses column B to differentiate between separate invoices in the Excel - so Acumatica knows how many lines belong to each invoice. Acumatica will use Auto-numbering to take the next invoice number in line and will correctly auto-number the invoices.

While importing the Payment with Reference Nbr. → Customer Order Number mapped to Column E of the spreadsheet, Acumatica will find the matching invoices and apply the payment, without knowing the reference numbers of the invoices.

I expect for the import to work, two customers cannot use the same customer order number - but I’m not sure. Maybe Acumatica is using Customer ID on the Payment AND customer order number to find the Invoice.

Laura

 

Laura ~ Klear Systems, Inc. Irvine, CA. ~ Please remember to "Mark Best Answer" to help those who are facing the same problem.~

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