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Remittance EDBL

Reference for the Remittance EDBL import in Encompass: bulk-import customer payments (checks, EFT, lockbox files) and apply them to open invoices or deposits. Needs AR Apply permission; v23.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.01

Pre-Conditions

Minimum requirements:

  • Invoice Num or PO Num

  • InvoiceDate

  • PaymentAmount

  • CustomerID/CustomerID_Translation or ARAccountID/ARAccountID_Translation

  • RouteNum or RoutID or RouteID_Translation
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Optional Fields:

  • PONum

  • AbleCreateMultiDeposits

  • DepositID

  • AutoBalance (default value = True, we can set to false)

  • PaymentTypeID

  • PaymentTypeID_Translation

  • PaymentPONum

  • PaymentLoadSheetDate

  • DoNotRequireInvoiceNums

  • PaymentARNote

  • LocationID/LocationID_Translation

  • CheckNum

  • AutoARWriteOffProductID

  • ProductName

Steps

Overview

The Remittance EDBL routine allows you to import payments against existing invoices or create standalone payment records. This import is primarily used for recording check payments, electronic funds transfers, or other payment methods that were received outside of the system but need to be recorded in Encompass.

Purpose

  • Import payment data to apply against existing invoices

  • Create payment records in the system

  • Optionally add payments to existing deposits

Required Permissions

  • Accounts Receivable Apply permission

Supported Import Actions

  • Add Only

  • Update Only

  • Update or Add

Fields

Required Fields

At minimum, one of these identification combinations is required:

  • CustomerID (or CustomerID_Translation) OR ARAccountID (or ARAccountID_Translation)

  • PaymentAmount

Behavior Details

Invoice Matching Logic

The system uses a multi-step process to match invoices for payment application:

  • Exact Match: Matches on InvoiceNum/PONum, CustomerID/ARAccountID, amount, and date

  • Strong Match: Matches on InvoiceNum/PONum, CustomerID/ARAccountID, and amount

  • Customer/Date Match: Matches on InvoiceNum/PONum, CustomerID/ARAccountID, and date

  • Amount/Date Match: Matches on InvoiceNum/PONum, amount, and date

  • Basic Date Match: Matches on InvoiceNum/PONum and date

  • Customer/Amount Match: Matches on InvoiceNum/PONum, CustomerID/ARAccountID, and amount

  • Basic Customer Match: Matches on InvoiceNum/PONum and CustomerID/ARAccountID

The system only looks back for invoices up to the number of months specified in InvoiceLookupMonthsBack (default: 8 months).

Payment Processing

  1. If an invoice match is found, the payment will be applied to that invoice

  2. If DoNotRequireInvoiceNums = Yes and no match is found, a payment record will still be created

  3. If DoNotRequireInvoiceNums = No and no match is found, that row will be skipped and reported in results

Load Sheet Handling

  • Creates remittance-type load sheets for payment records

  • If AbleCreateMultiDeposits = Yes, creates separate load sheets for each import

  • If AbleCreateMultiDeposits = No, tries to find existing load sheets for the payment date

  • If AutoBalance = Yes, automatically sets load sheets to Balanced status

Deposit Integration

  • If DepositID is provided, payments are added to the specified deposit

  • Deposit must be in "New" status to accept payments

  • Deposit amount is updated with the sum of payments added

Special Notes

  • Route matching first tries to find a remittance-type route, then falls back to any matching route

  • Payment types with RequireCheckNum=1 will default to 'Remit EDBL' for CheckNum if not provided

  • ARAccounts with Terms associated will use the default PaymentType for that Term if not provided

  • If no PaymentType is found, it defaults to 'Cash'

  • The import will fail if attempting to use a DepositID that is not in "New" status

Results and Reporting

The import provides detailed results including:

  • File total amount processed

  • Total payments created amount

  • Total amount applied to invoices

  • List of invoices that could not be found

  • List of payments that could not be created

  • Total amount that could not be processed

Example Use Cases

  • Importing check payments received in the mail

  • Recording batch electronic payments

  • Adding payments to a bank deposit

  • Recording payments against a batch of invoices

Note:

  1. When creating the payment Invoice, the payment Invoice should be created separately according to the Memo field in the import file
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  2. If customers want to run Remittance EDBL import on the same day and generate multiple LoadSheets, please Add Static Value AbleCreateMultiDeposits=1 in Import Fields. if you only want to generate one Loadsheet, please do not set the value of AbleCreateMultiDeposits.
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  3. Remittance EDBL: Add Load Sheet Status field to set the status of the created Load Sheet

Fields And Definitions

Best used for:

  • Importing payments to pay open invoices
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  • Custom remittance processes
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  • Importing lockbox files

Best Practices

  • Import routines are an incredibly powerful tool and if used incorrectly, can affect a lot of data. Test thoroughly on small data sets before importing.
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  • If you are running into setup issues or have questions, reach out to Encompass Support.
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  • Do you have a complex process that consists of a report and import routines that you do not want to set up? Contact our professional services team to assist.

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