Integration Manager - Importing AP trx with credit card payments (AMEX statement)

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Hello! I am importing AP transactions along with credit card payments. My source data is single-sided (debits only) and one line per transaction. [Just FYI, it is an American Express statement with multiple credit cards and multiple transactions per credit card.]

Anyway, when integrating using the Record Source option of "Default Non-Imported" so that IM defaults the credit-side of the distribution, IM behavior appears to be:

It completely ignores the credit card payment (yes, my query is correct)
It defaults the credit distribution type to PAY rather than CASH (presumably because of #1)

I can't seem to figure out how to make it behave properly, which would be to record the credit card payment and the distribution type showing for the credit side should be CASH. Any guidance or scripts are appreciated in advance.

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Josh P 2,895 on at

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Hi,

When you use a single file, you need to have full distributions for each transaction. You are creating an AP transaction, and assigning a payment to it. This does not create a cash-basis transaction that overrides the AP process. If you want to do that, you need to use the Bank Transaction entry integration. This will credit cash and debit whatever your specified account is.

I will assume you want to create a payable and a payment together though. Your single source integration file should have a sequence key by which to group transactions. Each AP transaction will have a minimum of two lines, one for the PAY distribution and one for the PURCH distribution. The PAY one is required. The debits and credits are also included. You can use a single amount though, and tell IM that negative numbers are credits. You will need to supply the credit to AP.

I assume you are comfortable with this. For the credit card payment, if you do not have the credit card set up in GP, use the cash option in the mapping setup for the AP transaction.

The credit card information should be setup and grouped together with the header items so the single file only tries to import them once. This would be "Card Name, Receipt Number, Date, and Payment Number. Make sure to set your options to Use Field Rules.

To reiterate, on the setup for the single file, you still need two sources that use the same file. For the header, only select the header and credit card items. Group together all the header items to get one line item per AP transaction. Obviously, all columns for each transaction must match, otherwise you will end up with more than one group per header record.

For the details, uncheck all the header and CC items to show the distributions.

Create a relationship using your sequence key column, and test your integration. This will create both an AP transaction and a payment. You also need to make sure that you have the ability in GP to create payments on the fly, otherwise this integration will fail.

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Thanks for the reply, Joshua

'When you use a single file, you need to have full distributions for each transaction...Each AP transaction will have a minimum of two lines, one for the PAY distribution and one for the PURCH distribution"

With the "Default Non-Imported" selected as my option, Dynamics should create the credit side by assigning the A/P account from the Vendor or Posting Setup window. It also defaults the Distribution Type to PAY. Correct? So, by using the "Default Non-Imported" option, I should be able to import a "one-sided" transaction. If not , then what is the purpose of "Default Non-Imported"?

The credit card information should be setup and grouped together with the header items so the single file only tries to import them once. This would be "Card Name, Receipt Number, Date, and Payment Number. Make sure to set your options to Use Field Rules.

I have that (I previously tested this way and then again with the CC info as a separate query).

You also need to make sure that you have the ability in GP to create payments on the fly

I can manually create a transaction and pay using a CC. However, after further testing I discovered the CC info is simply not importing at all. Even with other things taken out of the equation (i.e. distributions set to Default). I will be testing on another system shortly.

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Well, well, well...

It looks like we may have a little buggy-boo-boo after all...I tested on a fresh, fully-patched GP 2010 install in Fabrikam. The integration ran without error or exception. The CC part of the integration did absolutely nothing.

Is anyone else able to confirm whether or not I'm bonkers?

Source Data (left everything else as default, including date and document type)

CC mapping in IM

Transaction

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Josh P 2,895 on at

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Hello!

Have you tried this with the cash payment option instead of credit card in the integration?

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Community Member on at

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I did not test for cash, but even if that does work, cash payment is not an option for the import since it handles the transaction differently.

Cash would settle the transaction, but it would not accumulate the imported transactions under the credit card vendor.

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Josh P 2,895 on at

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If you believe there is a bug, this would be a good way to test it.

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I plan to give it a go, but I've already tested on two machines and observed the same behavior. Cash and CC are different options. A success would conclude cash works, but CC would still be broken.

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Are you able to import with CC payments successfully? That would be helpful info.

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Josh P 2,895 on at

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Yes, I have been able to in the past with IM standard integration (GP 10 and GP 2010, not sure of the IM build at the time). My current integration routines are custom eConnect processors. I will test in Fabrikam on my server with IM to see if I can duplicate your error, and post back the results.

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Josh P 2,895 on at

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After testing an integration through IM using a test company, I was able to import both the AP transaction and CC payment using a standard single file import. I tested this on:

GP 2010 SP2

IM ver 11.00.1767

Here are the details:

The default non-imported option apparently is not going to work because you have to specify a PURCH and CASH option in IM. The default mechanism appears to work only for PAY based on the vendor card.

My import file:

IM setup information for the transaction header, CC, and distributions:

on the CC, I use field rules, and on the distributions, I set my record source

The import transaction screen after integration:

Obviously, you would use the cash account for the CC CASH distribution, not payables, but this is just a test :)

My conclusion is that you still need to have the distributions defined. Maybe it can be done using the way you are trying, but I am not able to get that to work either.

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