Accounts Receivable Open Item Import Format

A

1

Billing Customer Code

12

Character

Yes

Enter the billing customer code to use for accounts receivable collection and chargeback resolution. This field is validated. For information on billing customers, see Customer Concepts.

B

2

Reference Number

12

Character

Yes

Enter the invoice number or other transaction-specific number.

Note You cannot use the same reference number for more than one record.

C

3

Reference Number Suffix

2

Integer

No

Enter the reference number suffix. If this field is blank, it defaults to 0. You can leave this field blank unless there are split terms for the same invoice.

Note You cannot use the same reference number suffix for more than one record.

D

4

Reference Type

2

Character

Yes

Enter one of the following two-letter reference type codes:

• CB - chargeback

• CM - credit memo

• DM - debit memo

• FC - finance charge

• IN - invoice

• NS - non-sufficient funds

• OA - on account

• PP - prepayment

E

5

Original Amount

19

->>>,>>>,>>>,>>9.99

Yes

Enter the amount of the original (first) transaction for this reference number and suffix number in the currency entered in the Currency field.

F

6

Amount

19

->>>,>>>,>>>,>>9.99

Yes

Enter an amount (other than zero) in the currency entered in the Currency field. A positive amount increases accounts receivable and a negative amount decreases accounts receivable. Amounts are independent of reference types.

G

7

Cash Discount Amount

15

->>>,>>>,>>9.99

No

Enter the amount of any cash discount in the currency entered in the Currency field.

NOTE Normally, when importing an invoice, this would be a negative amount.

Example A $100.00 invoice has a 1% discount available. The cash discount amount would be imported as -1.00

H

8

Transaction Type

8

Character

Yes

Enter one of the following transaction types:

• APPLY - Use only when importing transactions to pay off or apply an amount against a reference number.

• CHRGBCK - Use for the first transaction associated with a reference type of CB for a specific reference number.

• FINCHRG - Use for the first transaction associated with a reference type of FC for a specific reference number.

• INVOICE - Use for the first transaction associated with a reference type of IN, CM, or DM for a specific reference number.

• NSF - Use for the first transaction associated with a reference type of NS for a specific reference number.

• ONACCT - Use for the first transaction associated with a reference type of OA for a specific reference number.

• PREPAY - Use for the first transaction associated with a reference type of PP for a specific reference number.

• WRITEOFF - Use only when importing transactions to write off an amount against a reference number.

I

9

Transaction Date

10

99/99/9999

No

Enter the date of this transaction. If this field is blank, it defaults to the current date.

J

10

Due Date

10

99/99/9999

Yes

Enter the due date of the original (first) transaction.

K

11

Discount Date

10

99/99/9999

Yes, only if there is a cash discount amount

Enter the last date that the discount is eligible to be taken.

L

12

Customer Reference Number

20

Character

No

Enter a customer-supplied reference number to use when entering chargebacks, credit memos, and prepayments. This number helps with application resolution.

M

13

Sales Representative

12

Character

No

Enter the sales representative for the transaction. This field is validated. If this field is left blank, the primary sales representative for the billing customer is used.

N

14

Currency

8

Character

No

Enter a valid original currency of the accounts receivable transaction amount.

Note If importing multiple transactions for the same reference number, all transactions must be in the same entered currency.

If this field is blank, it defaults to the currency of the accounts receivable general ledger account for the transaction, which is set up in Account Maintenance.

O

15

Entered Currency Date

10

99/99/9999

No

Enter the date of the currency conversion. If this field is blank, it defaults to the transaction date.

P

16

Entered Currency Conversion Rate

15

>>,>>9.9999<<<<

No

Enter the currency conversion rate for the transaction. If this field is blank, it defaults to the conversion rate set up in Currency Exchange Rate Maintenance.

Note If importing multiple transactions for the same reference number, these all must be in the same entered currency and have the same entered currency conversion rate.

Q

17

COD Invoice

3

Yes/No

No

Enter Yes or Y if the transaction is for a C.O.D. invoice. This field defaults to No.

R

18

Disputed Invoice

3

Yes/No

No

Enter Yes or Y if the transaction is for a disputed invoice. This field defaults to No.

S

19

Disputed Invoice Logged by

60

Character

Yes, only if Yes is entered for the Disputed Invoice field

Enter the user that logged the dispute if the transaction is for a disputed invoice.

T

20

Disputed Invoice Date

10

99/99/9999

Yes, only if Yes is entered for the Disputed Invoice field

Enter the date the dispute was logged if the transaction is for a disputed invoice.

U

21

Paid/Applied Date

10

99/99/9999

No

Enter the date that the original (initial) transaction was paid or applied entirely.

V

22

Reminder Date

10

99/99/9999

No

Enter the date to be reminded about this transaction. If this field is left blank, then the date defaults to the due date.

W

23

Accounts Receivable General Ledger Account

38

Character

No

Enter a valid accounts receivable general ledger account number related to this transaction. Use the general ledger account number with separators. If this field is blank, it defaults to the default A/R Trade account.

X

24

Posting Period

2

Integer

No

Enter the two-digit general ledger period of this transaction. This field works in conjunction with the posting year. If this field is blank, it defaults to the current accounts receivable period.

Y

25

Posting Year

4

Integer

No

Enter the four-digit general ledger year of this transaction. This field works in conjunction with the posting month. If this field is blank, it defaults to the current accounts receivable year.

Z

26

Chargeback Date

10

99/99/9999

No

Enter a chargeback date if the transaction is a chargeback. If this field is left blank, it defaults from the reference date.

AA

27

Chargeback Reason Code

12

Character

No

Enter a valid initial reason code if the transaction is a chargeback. If this field is blank, it defaults from the default chargeback reason code for the customer, group, or division payment rules.

AB

28

Chargeback Status Code

12

Character

No

Enter a valid initial status code if the transaction is a chargeback. If this field is blank, it defaults from the default chargeback status code for the customer, group, or division payment rules.

AC

29

Customer Purchase Order Number

20

Character

No

Enter the customer's purchase order number reference for the transaction.

AD

30

Customer's Chargeback Reason Code

12

Character

Yes, only if CB is entered for the Reference Type field

Enter a valid reason code that a customer internally uses to codify chargebacks if the transaction is a chargeback.

AE

31

Chargeback Expiration Date

10

99/99/9999

Yes, only if CB is entered for the Reference Type field

Enter the date after which the chargeback cannot be disputed if the transaction is a chargeback.

AF

32

Return Authorization Number

12

Character

No

Enter the return authorization number if applicable.

AG

33

Chargeback Store ID

12

Character

No

Enter the store number referenced on the chargeback.

AH

34

Customer Code

12

Character

No

Enter the customer associated with the order/invoice. This field is validated.

AI

35

Payment ID

20

Character

No

Enter the payment ID if this record is an application of a payment.

AJ

36

Paying Customer

12

Character

No

Enter the paying customer only if it is different than the current paying customer associated with the billing customer for the transaction. This field is validated.

AK

37

VAT Entry

3

Yes/No

No

Enter Yes or Y if VAT is assessed for the transaction.

Enter No or N if VAT is not assessed for the transaction.

If this field is blank, it defaults to No.

AL

38

VAT Class Code

30

Character

Yes, only if Yes or Y is entered for the VAT Entry field

Enter the VAT class code for the transaction. For information on setting up VAT classes, see VAT Class Maintenance.

Note Leave this field blank if you enter No or N for the VAT Entry field.

AM

39

Country Code

10

Character

Yes, only if Yes or Y is entered for the VAT Entry field

Enter the country for the transaction. For information on setting up countries, see Country Maintenance.

AN

40

Chargeback User Defined 1

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.

AO

41

Chargeback User Defined 2

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.

AP

42

Chargeback User Defined 3

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.

AQ

43

Chargeback User Defined 4

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.

AR

44

Chargeback User Defined 5

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.

AS

45

Chargeback User Defined 6

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.

AT

46

Chargeback User Defined 7

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.

AU

47

Chargeback User Defined 8

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.

AV

48

Chargeback User Defined 9

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.

AW

49

Chargeback User Defined 10

400

Character, Date, Decimal, Integer, or Logical

No

If you are importing a chargeback, enter appropriate information for the chargeback for this user-defined field. For information on setting up the labels, formats, and validation for this field, see User Defined Fields Maintenance.