Batch Invoice Import / Transaction Import

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He Everyone,

Hopefully this is an easy one.

I have a customer that wants to batch import Open AR/Invoices without adding any transaction level detail. Is this possible via TI with just Level0 and Level1 defined?

Thanks!

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Butch Adams 4,763 on at

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No, you need at least one transaction record or your batch will never balance.

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Bill Degnan 660 on at

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As Butch said, you need at least one transaction line. The system will not allow an unbalanced batch to be released.

One option is to use the same account & subaccount in the transaction line that is used for the AP account & subaccount defined in the document level (level1) so as not to affect the general ledger balances. The debits & credits would then be charged to the same account & subaccount.

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Community Member on at

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Thanks for the quick responses today. Yeah, I assumed we would need that detail. They are used to tabbing through the screen and it auto-populates the detail line so that info wasn't passed on to me for the import.

Luckily the detail for each of the invoices is the same. Which plays into what you are saying Bill and leads me to my next question. In order to add the Level4 detail is that an individual line per each Level1 line or can that simple be a single Level 4 line at the bottom?

i.e.

Level0 x,x,x,x

Level1 x,x,x,x

Level4 x,x,x,x

Level1 x,x,x,x

Level4 x,x,x,x

or

Level0 x,x,x,x

Level1 x,x,x,x

Level1 x,x,x,x

Level4 x,x,x,x

My guess is it is the first of the two.

We usually only do TI for more simple data like Vendors and Customers so I appreciate all the helping me get a full understanding on this.

Thanks again in advance,

Nate

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Bill Degnan 660 on at

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Hi Nate,

You must have at least one detail (level4) line for each document (level1).

Remember Transaction Import mimics the manual data entry. A document cannot be saved in a batch until it has at least one transaction line entered; so TI must have at least one transaction line (level4) for each document (level1).

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Community Member on at

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Got it. I assume that was the case but definitely appreciate knowing for sure.

Hopefully the last question... Kinda flip of the Level4 question...

Can multiple invoices be applied to a single batch on import?

I am assuming that everything is applied to the defined batch but just want to confirm I understand correctly.

I'm thinking about the control total and thinking I can just put the total of the invoices at the batch level.

As always much appreciated.

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Bill Degnan 660 on at

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applied?, not sure I understand the question, but:

Multiple invoices can be imported in one batch. you will keep repeating the Level1 and Level 4 records after the first level0 (batch) record. Import the batch with a status of H (Hold). This will allow you to review & edit the batch as needed.

Since the batch is on Hold, you can update the batch control total as needed.

Here is a sample data file for AR Invoice import:

Batch,,201411,H,,,,,,,,

Invoice,IN,N2288,Customer1,1/31/2014,14585,Initialized doc,,,,,3/2/2014

Transaction,,120100,,,00000000,,,,14585,Initialized doc,

Invoice,IN,N2506,Customer2,9/30/2014,7500,Initialized doc,,,,,10/30/2014

Transaction,,120100,,,00000000,,,,7500,Initialized doc,

Invoice,IN,N2519,Customer3,10/31/2014,25000,Initialized doc,,,,,11/30/2014

Transaction,,120100,,,00000000,,,,25000,Initialized doc,

Invoice,IN,N2528,Customer4,10/31/2014,1400,Initialized doc,,,,,11/30/2014

Transaction,,120100,,,00000000,,,,1400,Initialized doc,

Invoice,IN,N2544,Customer5,11/30/2014,3875,Initialized doc,,,,,12/30/2014

Transaction,,120100,,,00000000,,,,3875,Initialized doc,

Invoice,IN,N2545,CORPONE,11/30/2014,12685,Initialized doc,,,,,12/30/2014

Transaction,,120100,,,00000000,,,,12685,Initialized doc,

Invoice,IN,N2549,Customer6,11/30/2014,4560,Initialized doc,,,,,12/30/2014

Transaction,,120100,,,00000000,,,,4560,Initialized doc,

Invoice,IN,N2550,Customer7,11/30/2014,6166.67,Initialized doc,,,,,12/30/2014

Transaction,,120100,,,00000000,,,,6166.67,Initialized doc,

Invoice,IN,N2552,Customer8,11/30/2014,20000,Initialized doc,,,,,12/30/2014

Transaction,,120100,,,00000000,,,,20000,Initialized doc,

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