Minimum Version Required: 23.01
Pre-Conditions
Minimum Requirements of Report or spreadsheet used to import:
Customer ID
Date (Invoices will use Routing method 1)
Product ID
Num Units
Location = Numeric LocationID
Additional Optional Fields:
Product Name (Only if overriding non-inventory Product Name)
Full Price (Only required if current pricing structure cannot be used)
PromoOverridden = 1 (Used to lock in specific pricing if current pricing structure cannot be used)
Routing Method (How the invoice will be routed)
Route Number or RouteID (Used to specify a specific route)
Invoice ID, Invoice Num, or PONum (Used to match and update an existing invoice)
Steps
System Behavior:
Will import verified Invoice(s) on the date(s) provided. It will affect inventory.
If you have more than one Invoice EDBL Routine, an ImportGroupID must be used. Otherwise, the 2nd routine will zero any invoices from the 1st routine, for any dates that exist on the 2nd routine.
Reimports after importing AR: Likely will have to rerun AR import. AR is deleted on reimport of invoices for a given day
After importing Sales Run Inventories Import to reverse sales history
Pricing - At a minimum map EXTPrice, numUnits, participation and discount
Reimport - Close the day to verify all Invoice Payments. Any not verified could be deleted. If you have to export/reimport grab Invoice IDs for payment and invoice, AR Account ID, Customer ID
Recommendations:
Deposit: It is recommended to set the default value to zero if not mapped.
DepositID: It is recommended to set the default value to zero if not mapped.
Discount: It is recommended to set the default value to zero if not mapped.
ImportGroupID: If not mapped, it is recommended to set the default value to 1. However, it is recommended to explicitly map it for better control.
LaidInCost: It is recommended to include this field; otherwise, historical invoices may lack costing information.
LocationID or LocationID_Translation: It is necessary to have an actual Location record existing. If only one location is used, it is recommended to statically map it. If neither is provided, LocationID defaults to Customer.Location. This mapping is recommended.
Participation: It is recommended to set the default value to zero if not mapped.
Pricing: For UnitPrice, FullPrice, ExtPrice, and Discount, it is possible to leave a value of 0, but there aren't many use cases for that. It is recommended to fill in at least 2 out of 3 fields, and it is sufficient to provide just one of them. Unit Price is preferred over Ext Price; it is not necessary to provide both.
Fields And Definitions
Sales History EDBL:
Start in Verified Status and cannot be deleted/edited without a new import or Developer permission
Do NOT run recalculation to split invoices OR to calculate pricing
Do NOT affect inventory without using an Inventory Adjustment
Note: This will clear all sales for the date range by default as this EDBL is assuming you will be importing the full data set for this date range. Clear all sales for date range must be explicitly mapped to false for all sales to not be cleared. Please contact support before running an InvoiceEDBL.
Best used for:
Supplier Billbacks
Sales History (Go-Live)
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.
If you are running into setup issues or have questions, reach out to Encompass Support.
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 to team to assist.