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InvoiceOrders EDBL

Field reference for the InvoiceOrders EDBL import routine in Encompass, used to create or update non-verified invoices and lines from a file. Advanced use, outside standard support. Requires v24.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 24.01

Pre-Conditions

Required:

  • Date: Enter the date in MM/dd/yyyy format for the intended Invoice Date
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  • InvoiceNum: InvoiceNum
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  • ProductID or ProductID_Translation: Product to be on invoice
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  • CustomerID or CustomerID_Translation: Customer of the invoice
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  • LocationID or LocationID_Translation: Location of the invoice
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  • NumUnits: NumUnits for this transaction line

Steps

EDBL Routines Disclaimer: This EDBL routine represents advanced functionality primarily intended for use by Encompass technical staff. While technically proficient customers may utilize these routines, please be aware that they fall outside the scope of standard support. Assistance with EDBL routines is not covered under standard support agreements and may require billable services from our Professional Services team. Please ensure you thoroughly understand this routine before implementation in your production environment

Overview

The InvoiceOrders EDBL routine allows you to import non-verified invoice data into the system. This routine can create new invoices or update existing ones along with their related transaction line items. Each row in your imported file will represent a single line item to be added to an invoice.

Key Behaviors

  • Creates or updates invoices and their transaction line items

  • Groups rows with the same customer, date, route, PO number, and invoice number into a single invoice

  • Matches to existing invoices using various identifiers (InvoiceID, InvoiceNum, TranslationInvoiceNum, PONum)

  • Can set load sheet status during import

  • Supports multiple currency handling with exchange rate conversion

  • Can create payments on invoices when receipt amounts are included

Field Considerations

Required Fields

  • CustomerID or CustomerID_Translation: The customer for the invoice

  • ProductID or ProductID_Translation: The product for each invoice transaction

  • Date: The date for the invoice/load sheet

Key Matching Fields

  • InvoiceID: Direct match to an existing invoice ID

  • InvoiceNum: Match by invoice number

  • TranslationInvoiceNum: Match by external system invoice number

  • PONum: Match by purchase order number

  • LoadSheetID: Used for matching and grouping

Currency and Pricing Fields

  • FullPrice, UnitPrice, Discount, Discount2: Price components

  • CurrencyID or CurrencyID_Translation: Currency identifier

  • ExchangeRate: Exchange rate for currency conversion

  • NumUnits: Quantity of the product

  • NumUnitsCases: Alternative quantity as cases (will be converted to units)

Payment Fields

  • Receipt: Payment amount

  • PaymentTypeID or PaymentTypeID_Translation: Payment type

  • Paid: Mark invoice as paid (1) or unpaid (0)

Routing Fields

  • RouteID: Direct route assignment

  • RouteNum: Route number for matching to a route

  • RoutingMethod: Controls how invoices are routed

  • LoadSheetStatus: Controls status of the load sheet

Static Fields

  • Location: Numeric LocationID

  • PromoOverridden = 1 (required for Invoice; used for InvoiceOrders if current pricing structure cannot be used, Overrides Promotions if necessary)

  • LockPrices = 1 (to ensure Imported Prices are Locked and will not be recalculated)

Special Features

Date Formatting Options: Import accepts multiple date formats:

  • Standard date format in Date field

  • DateYYYYMMDD (8-digit format: YYYYMMDD)

  • DateMMDDYY (6-digit format: MMDDYY)

  • DateYYMMDD (6-digit format: YYMMDD)

Price Calculations: System will calculate missing price components:

  • If ExtPrice is provided but UnitPrice is missing, UnitPrice will be calculated

  • If FullPrice/UnitPrice and Discount are provided, missing components will be calculated

  • Currency conversion will be applied if CurrencyID/ExchangeRate are provided

Case/Unit Conversion: If NumUnitsCases is provided, it will be converted to NumUnits using the product's WholesaleUnitsPerCase value

Automatic Receipt Processing: If Paid=1 or Receipt value is provided, system will create payment records

ClearAllTrans Option: When set to 1, this will clear all existing transactions on an invoice that aren't in the imported data

Multiple Charge Types: Supports up to 5 different charge types per transaction (InvoiceChargeType1-5)

Import Actions

  • Add Only: Creates new invoices only, skips records that match existing invoices

  • Update or Add: Creates new invoices or updates existing ones based on matching fields

  • Update Only: Updates only existing invoices, will not create new ones

Notes and Limitations

  • If both InvoiceID and InvoiceNum are provided, InvoiceID takes precedence

  • When updating existing invoices, the system may create a new invoice audit record

  • Balanced or verified load sheets cannot be modified through this import

  • For secure payments, ensure PaymentTypeID is properly mapped

  • The ImportGroupID field helps segregate import data from different sources

  • EntrySource field allows tracking where invoices originated

Error Handling

If validation errors occur, they will appear in the import report warnings section. Common errors include:

  • Missing required fields (CustomerID, ProductID)

  • Non-existent references (products or customers that don't exist)

  • Permissions issues for locked invoices

  • Invalid LoadSheetStatus transitions

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