Minimum Version Required: 22.01
Pre-Conditions
You must have the "Apply Accounts Receivables" permission to use this routine.
The purchase invoices you want to pay must already exist in the system.
You must provide PaymentDate and PaymentAmount for each payment you want to import.
The Location referenced in your import must exist.
Steps
The PurchaseRemittance EDBL routine allows you to import payment information for existing purchase invoices. It creates payment records for purchases that have already been entered into the system.
When you run this routine:
1. The system tries to find the existing purchases by matching:
First by PurchaseID (if provided)
Then by matching InvoiceNum + ShipmentID
Then by InvoiceNum + LocationID + approximate ReceiveDate
Finally by PurchaseTotal + VendorNum combination
2. If an existing purchase is found, the system:
Creates a payment shipment record with ShipmentType of BillPayment
Creates a payment purchase record
Links the payment to the original purchase
Updates the payment amount on the original purchase
3. If BankAccountID or BankAccountID_Translation is provided, the payment is assigned to that bank account.
If a purchase can't be found for a payment, the import will fail with an error message showing the invoices that couldn't be found.
Fields And Definitions
Required Fields:
PaymentAmount - The amount being paid on the purchase invoice
PaymentDate - The date the payment was made
Fields to Identify Purchases:
PurchaseID - Direct identifier for the purchase to be paid
InvoiceNum - Invoice number of the purchase to be paid
ShipmentID - The shipment ID associated with the purchase to be paid
VendorNum - Vendor number (used with PurchaseTotal to identify purchases)
PurchaseTotal - Total amount of the purchase (used with VendorNum to identify purchases)
Optional Fields:
LocationID - The location where the purchase was made (defaults to current user's location)
LocationID_Translation - Name of the location to translate to LocationID
ReceiveDate - The date the purchase was received
Memo - Notes or comments about the payment
BankAccountID - The GL bank account used for the payment
BankAccountID_Translation - Name of the bank account to translate to BankAccountID
System Fields (not typically mapped):
PaymentShipmentID - System-assigned ID for the payment shipment
PaymentPurchaseID - System-assigned ID for the payment purchase
VendorID - The vendor's system ID
Best Practices
Always include enough information to uniquely identify the purchases you're paying. The most reliable method is using PurchaseID.
If you don't know the PurchaseID, provide a combination of InvoiceNum, VendorNum, and PurchaseTotal.
Group payments by payment date and location for easier tracking.
Include the Memo field with a description of the payment batch to help with reconciliation.
When importing multiple payments, ensure the file is sorted by payment date for easier troubleshooting.
If your company uses multiple bank accounts, always specify the BankAccountID or BankAccountID_Translation to ensure payments are posted to the correct account.
After importing, verify that all payments were applied correctly by checking the original purchases.