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AccountsRec EDBL

Field reference for the AccountsRec EDBL import in Encompass to load open AR invoice balances, with option to zero out prior imported AR. Needs AccountsRecApply permission; v24.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 24.01

Steps

Overview

The AccountsRec EDBL routine allows you to import accounts receivable data into the system. This includes invoice balances, payments, and customer AR information. This routine creates or updates invoice records and their corresponding open balances in the system.

Primary Purpose

  • Import historical or current accounts receivable data

  • Set open balances for invoices

  • Create missing load sheets and invoices if required

  • Optionally zero out existing imported accounts receivable balances

Key Fields

Required Fields

  • CustomerID or CustomerID_Translation: Customer identifier (either internal ID or external reference)

  • InvoiceNum: Identifier for the invoice

  • Date: Transaction date

  • OpenBalance: The amount owed on the invoice

Important Optional Fields

  • ZeroImportedAccountsRec: When set to True (1), zeroes out existing imported AR balances before importing new ones

  • LSTypeID: Determines whether records are imported as "Imported" or "Sales History" type (defaults to "Imported" for regular users)

  • ImportGroupID: Groups records for tracking purposes (defaults to "1")

  • ARAccountID: AR Account identifier (if not provided, will use the Customer's default AR Account)

  • DateYYYYMMDD or DateMMDDYY: Alternative date formats if Date is not provided

  • LocationID_Translation or LocationID: Business location identifier

  • CheckNum: Check number for payments

  • PONum: Purchase order number

  • ARNote: Notes for the AR transaction

  • DueDate: When payment is due (defaults to transaction date if not provided)

Behavior

Data Flow

  1. Validates imported data

  2. Optionally zeros out existing imported AR if ZeroImportedAccountsRec=True

  3. Translates customer IDs and creates missing customers if needed

  4. Determines location information

  5. Sets default values for missing data (AR Account, Term, Date, Due Date)

  6. Creates missing load sheets and invoices as needed

  7. Updates invoice balances based on imported OpenBalance

  8. Creates necessary payment history records

Load Sheet Type Control

If the user has SalesHistoryImport permission, the system will:

  • Default to LSType = "Sales History"

  • Allow mapping to LSType = "Imported" if needed

If the user does NOT have this permission:

  • Always use LSType = "Imported"

  • Override any attempt to use "Sales History"

Open Balance Handling

  • Sets Invoice.OpenDebit if OpenBalance is positive

  • Sets Invoice.OpenCredit if OpenBalance is negative

  • Updates Invoice.Receipt accordingly

Default Value Assignment

  • Fills in ARAccountID from Customer if not provided

  • Fills in TermID from ARAccount if not provided

  • Converts DateYYYYMMDD or DateMMDDYY to standard date format if Date not provided

  • Uses transaction date as DueDate if not specified

  • Defaults InvoiceNum to '000000' if not provided

Use Cases

  • Historical AR Import: Import historical AR data from another system

  • AR Balances Reset: Zero out AR balances and reimport corrected values

  • AR to Sales History: Import sales history from another system (requires appropriate permissions)

  • Customer Invoice Recreation: Create invoices that may be missing in the system

Best Practices

  • Provide CustomerID or CustomerID_Translation: Ensures correct customer assignment

  • Include Accurate OpenBalance: This determines the AR amounts in the system

  • Set Proper Date Values: Determines accounting periods and aging

  • Consider ImportGroupID: Useful for tracking and potentially reversing imported batches

  • Include InvoiceNum: Helps with matching existing invoices in the system

  • Verify LocationID: Important for multi-location businesses

Warnings and Considerations

  • Importing with ZeroImportedAccountsRec=True will reset existing imported AR balances to zero

  • Dates more than one month in the future will be rejected

  • Both InvoiceNum and CustomerID are used to match existing invoices

  • The routine will report any invoices it couldn't find or create

Permission Requirements

  • Users need the AccountsRecApply permission to use this EDBL routine.

Related EDBL Routines

  • AccountsRecPaymentApplication: For applying payments to imported AR

  • Remittance: For importing payment receipts

  • InvoicesAndPayments: For importing both invoices and payment data

Fields And Definitions

Required:

  • InvoiceNum: The number for the Invoice. Needs to be only one line per invoice and date

Recommended:

  • CustomerID or CustomerID_Translation: CustomerID is preferred. Join Table Translations to Customers table. (Required if OpenBalance is provided)
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  • OpenBalance: The balance remaining on the invoice. Will only open imported invoices.
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  • LocationID or LocationID_Translation: Technically you can run with just InvoiceNum and LocationID. Though, it will do nothing.
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  • Date: Works without Date, though Date is highly recommended. Without Date, invoice is likely to be made on 1/1/2000.

Optional:

  • ZeroImportedAccountsRec: Default value is 0. When mapped to 1, it zeroes all previously imported AR before importing new AR.

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