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Importing Payments for Multiple Invoices

Distributor steps for importing payments for multiple invoices from a CSV (Invoice Number, Amount Paid) via the load sheet Balance > Import tab. Needs a load sheet in Returned status; v25.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 25.01

Pre-Conditions

  • Must have a loadsheet in "returned" status.
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  • Payment import CSV file must be in the exact format: Invoice Number,Amount Paid.
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  • User must have appropriate permissions to import payments.
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  • An active internet connection is required.

Steps

  1. Navigate to the loadsheet that is in "returned" status.
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  2. Click the "Balance" button.
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  3. Select the "Import" tab.
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  4. Ensure that "Find Invoices based on PO Number" is selected.
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  5. Click "Select CSV file to upload".
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  6. Choose your formatted CSV file (containing Invoice Number,Amount Paid).
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  7. Click "Select Payment Application Import".
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  8. Click "select from computer".
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  9. Select the same CSV file to upload.
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  10. If the issue persists, gather the following information and contact support:
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    • Exact error messages or codes encountered (e.g., screenshot of error pop-up).
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    • Screenshots or video recordings of each step taken that led to the issue.
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    • The exact CSV file attempting to be uploaded.
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    • The exact steps taken before the issue occurred.
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    • The date and time the issue was first observed and any recurrence.
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    • Any changes made to the system or CSV file before the issue appeared.

Fields And Definitions

  • Loadsheet: A document or digital record summarizing the contents of a shipment or a set of transactions.
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  • Returned Status (Loadsheet): Indicates that a loadsheet has been processed and returned, allowing for further actions like payment application.
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  • Balance (Button): A function within the system used to reconcile or apply payments against outstanding balances on a loadsheet.
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  • Import Tab: A section within the system that allows users to upload data from external files.
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  • PO Number (Purchase Order Number): A unique number assigned by a buyer to a purchase order, used to track and identify specific purchases.
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  • CSV File (Comma-Separated Values): A plain text file format used to store tabular data, where each line is a data record and each record consists of one or more fields, separated by commas.
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  • Invoice Number: A unique identifier assigned to an invoice.
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  • Amount Paid: The specific monetary value that has been remitted or applied towards an invoice.
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  • Payment Application Import: The process of automatically applying payments to invoices based on imported data.

Best Practices

  • Always verify the CSV file format (Invoice Number,Amount Paid) before attempting to import to prevent errors.
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  • For large chains with multiple stores, ensure all invoice numbers in the CSV are accurate and correspond to existing invoices.
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  • Perform a small test import with a few entries before attempting a full import for a large number of payments.
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  • Regularly back up your data before performing large import operations.

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