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Invoice Imports

Distributor guide to importing invoices from a spreadsheet or report in Encompass: required columns and when to use InvoiceOrders vs InvoiceTransAddProduct import routines. Requires v23.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.01

Pre-Conditions

Minimum Requirements of Report or spreadsheet used to import:
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  • Customer ID
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  • Date (Invoices will use Routing method 1)
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  • Product ID
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  • Num Units
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  • Location = Numeric LocationID
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Additional Optional Fields:
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  • Product Name (Only if overriding non-inventory Product Name)
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  • Full Price (Only required if current pricing structure cannot be used)
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  • PromoOverridden = 1 (Used to lock in specific pricing if current pricing structure cannot be used)
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  • Routing Method (How the invoice will be routed)
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  • Route Number or RouteID (Used to specify a specific route)
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  • Invoice ID, Invoice Num, or PONum (Used to match and update an existing invoice)

Fields And Definitions

InvoiceOrders EDBL:
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  • Start in "New" Status and must be taken through the entire load sheet process.
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  • Do NOT require Invoice Numbers (the system will create these instead).
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Best used for:
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  • Sub-distributor Invoices that have Split Invoice IDs (especially for EDI purposes).
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  • Invoices that should affect inventory without having to use an Inventory Adjustment.

InvoiceTransAddProduct EDBL:
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  • Add a transaction line to invoices in New or Loaded status (cannot be added to Invoices in Returned status or above).
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Best used for:
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  • Special Invoice Charges like Transaction Fees for unique sets of.
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  • Customers when a Charge Area cannot be utilized.
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  • Import Projects that look to add a fee to one invoice per Customer per.
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  • Day (not all invoices).


​Note: Invoice charges added via this Routine will NOT reflect EDI SAC segments unless invoice charges and charge columns are explicitly mapped; If Invoice Charge Columns are not mapped, Exchange Configurations that require SAC segments will fail.

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.

  • If users are running into setup issues or have questions, reach out to Encompass Support.

  • If a complex process that consists of a report and import routines that users do not want to setup? Contact our professional services to team to assist.

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