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AccountsRecPaymentApplication EDBL

Reference for the AccountsRecPaymentApplication EDBL import in Encompass: import how payments apply to invoices, e.g. historical AR or data conversions, and update open balances. Requires v23.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.01

Pre-Conditions

Minimum requirements:

  • Payment Invoice ID/PaymentInvoiceNum
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  • Invoice ID/InvoiceNum
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  • AmountApplied
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  • Receipt from payment Invoice (even if not changing)
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  • PaymentDate/Invoice Date


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​Optional Fields:

  • Payment_ImportGroupID
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  • Invoice_ImportGroupID
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  • ARAccountID
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  • CustomerID
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  • PaymentARNote
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  • PaymentCheckNum
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  • PaymentCreatedBy
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  • InvoicePaymentsID
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  • InvoicePaymentsHistID

Steps

Overview

The AccountsRecPaymentApplication EDBL routine allows you to import payment application data that links payment invoices to regular invoices. This routine effectively records how payments are applied to outstanding invoices in your accounts receivable system.

Key Features

  • Creates payment records and applies them to invoices

  • Updates payment application amounts on existing records

  • Manages the connection between payments and invoices

  • Updates invoice open balances to reflect payments

  • Creates necessary load sheets for payment processing

Process Flow

  1. Matching Existing Records: The system first attempts to match payment applications to existing records if you provide IDs.

  2. Date Handling: If only one date is provided (either PaymentDate or InvoiceDate), the missing date will default to the provided date.

  3. Load Sheet Management: The system: Creates new load sheets for payments if needed, Sets load sheet status appropriately for payment processing

  4. Customer/AR Account Resolution: If CustomerID is provided, ARAccountID will be set to the customer's default AR account, If ARAccountID is provided, CustomerID will be set to the AR account's associated customer

  5. Payment Creation: Finds existing payment invoices that match the import data, Creates new payment invoices when needed

  6. Payment Application: Links payments to invoices, Updates the amount applied on each connection, Updates invoice receipts and open balances

Behavior by Import Action

  • Add Only: Creates new payment application records, load sheets, and payment invoices as needed

  • Update Only: Updates existing payment application amounts and related records

  • Add or Update: Both adds new records and updates existing ones as appropriate

Special Behaviors

  • When payment records are created, the system will properly update all related invoice records

  • The system handles both new payments and updating existing payment applications

  • If InvoicePaymentsID or InvoicePaymentsHistID are provided, the system will update those specific records

  • Automatically updates open balances on invoices after applying payments

  • Sets the Payment_ImportGroupID to distinguish sets of imported payments

Troubleshooting

  • If the routine returns "InvoiceID or PaymentInvoiceID IS NULL," it means the system could not find or create appropriate links between payments and invoices

  • Verify that your invoice numbers, AR accounts, or customer IDs match existing records in the system

  • Check that payment dates and invoice dates are within expected ranges

Related Database Impact

The routine affects the following tables:

  • Invoice

  • LoadSheet

  • InvoicePayments

  • InvoicePaymentsHist

Example Use Cases

  • Importing payment application data from an external accounting system

  • Mass updating how payments were applied to invoices

  • Rolling back AR to previous periods by importing historical payment applications

Note:

  1. If we do not map Payment Invoice ID/PaymentInvoiceNum, we need map Customer ID or ARAccount ID
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  2. If you really want to import against InvoicePayments directly then that works but need to make sure to recalculate Open Balances after. because in the logic of the AccountsRecPaymentApplication EDBL, we did not call the Set_Invoice_OpenDebitCredit method of recalculating OpenDebit and OpenCredit,the user needs to manually run the Scheduled Task Update_OpenCredit_OpenDebit after execution.
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  3. AccountsRecPaymentApplication doesn’t care about InvoicePaymentHist/InvoicePayment, If the value in the import file is 200, then the inserted invoicePayment is 200

Fields And Definitions

Best used for:

  • Importing and applying historical AR
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  • Data conversions

Best Practices

  • Import routines are an incredibly powerful tool and if used incorrectly, can affect alot 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 setup? Contact our professional services to team to assist.

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