Customer Cash Receipt Entry - Detail - Import From Excel overview

Customer > Entry > Cash Receipt

Use this page to import customer cash receipt transactions from an Excel file containing the remittance information of a customer, and to apply payment to the listed invoices.

This page is displayed when you click the Import From Excel option on the Customer Cash Receipt Entry details screen.
Note: The Import From Excel option is displayed when the Type field is set to Payment, Split Check, or Apply Credits on the Customer Cash Receipt Entry screen.
The Excel file must be formatted in a single sheet to include these fields as columns:
  • Invoice: The invoice number with the suffix followed by hyphen wherein the suffix is optional.
    Note: Alphabets and special characters are not allowed in this field.
  • Amount: The payment or credit amount to be added to the corresponding invoice.
    Note: Alphabets and special characters are not allowed in this field.
  • Reference: The additional information for the transaction which is optional.
You can select the required Excel files and click Import File to view the list on the Customer Cash Receipt Entry - Import File Details screen. The list contains these columns:
  • Row #: The serial number as in the Excel sheet.
  • Invoice #: The invoice number that is specified before the hyphen in the Excel sheet. After importing, this value becomes zero, if:
    • There is an error in the value specified in the Excel sheet.
    • The invoice number is not specified in the Excel sheet.
  • Invoice Suffix: The number that is specified as the suffix in the Excel sheet. After importing, this value becomes zero, if:
    • There is an error in the value specified in the Excel sheet.
    • The suffix is not specified in the Excel sheet.
  • Amount: The amount that is specified for the invoice in the Excel sheet. After importing, this value becomes zero, if there is an error in the value specified in the Excel sheet.
  • Reference: The additional information that is specified for the invoice in the Excel sheet.
  • Status Message: Any error message while importing an Excel file. For example, Row# 3 – Invalid Invoice Suffix: 1B.
You can select the required invoices from the list, and:
  • Click Accept to accept the payments and return to the Import From Excel screen.
    Note: You can import multiple files before submitting and the accepted files are displayed in the Files section.
  • Click Cancel to reset the Import From Excel screen.
Note: An error message to correct the errors is displayed if you accept the list with errors. You can re-import the Excel sheet after correcting the errors.

Options

This section allows you to set the matching criteria, and you can choose the type of records to import by selecting the required check boxes.
Note: You must select at least one of the auto apply options.
Based on the options selected in this section and upon submission of the files:
  • The list of invoices is updated in the Transactions grid of the Quick Entry tab on the Customer Cash Receipt Entry details screen.
  • The Quick Entry column for these invoices is set to checked, on the Invoices and Credits tabs of the Customer Cash Receipt Entry details screen.

Files

This section displays the list of accepted Excel files. You can select the files and click Submit to proceed with the entry of receipts or click Remove to remove the files from the list to import.

If there is a mismatch between the check amount and the total import amount, a confirmation message is displayed to override the check amount with the import amount. If you click Yes, the Available value in the Totals pane is replaced by the import amount and the remaining values in the Totals pane are updated accordingly.
Note: 
  • The confirmation message is displayed only when the Ask To Override Check Amount During Import Matching check box is set to checked on the Customer Cash Receipt Entry - Entry Defaults screen.
  • Any exceptions while importing are listed in the Import Exceptions tab of the Customer Cash Receipt Entry details screen.