AR invoice and credit memo import is an alternative to AR invoice entry, provided that your accounting system has in import capability.
Consider starting with AR invoice entry
We recommend starting with AR invoice entry for a period of time before you use AR invoice import. This gives you a thorough understanding of the AR invoice process and will make it easier to implement AR invoice import when you are ready to do so.
Either method provides the same result
There is no difference in result whether you use the AR invoice entry method or the AR invoice import method. Both methods are efficient and easily incorporated into your daily accounting tasks.
Import Basics
Invoice Import - use the Line Item ID
You will be importing the voucher total to the special voucher line item ID that you have already created in your accounting system. If you are importing an invoice with a sales line item ID, you can ignore the GL Account and X-Ref Account in the AR Voucher Transfer screen. When you create the invoice for the AR Invoice Item ID via import, your system should automatically create a credit to the AR Invoice Transfer clearing account and a debit to Accounts Receivable.
Line Item Setup
The voucher Line Item ID is specified as the AR Invoice Line Item ID in the Financial Transfer Defaults screen and is set up in advance as an item in your accounting system with a description of AR Voucher Transfer. This item must be a non-inventory item and flagged as non-taxable or assigned a non-taxable tax code. Designate the AR Invoice Transfer account as the Sales account. If a Cost of Goods Sold account is required, designate the AR Voucher Transfers account as well.
Journal Entry Import - use the GL Account/X-Ref Account
If you are directly importing a journal entry instead of an invoice, you can skip the Line Item ID and you can directly post your voucher total to credit your clearing account (AR Invoice Transfer) and your debit entry would be to your existing Account Receivable.
Import Tools
Some accounting systems include invoice and credit memo import utilities and in some cases import tools are available from third party providers.
QuickBooks
QuickBooks does not include an invoice import utility. Several third party import tools are available and are easily found by web search. Many of our customers use the Transaction Pro Importer.
Financial Transfer using Transaction Pro Importer
Typical Import Process
With most import tools you map the fields in the voucher output file to corresponding fields in the import tool. The mapping layout is typically saved and used for all subsequent imports. With each import you specify the location of your voucher output file. Many tools perform a validity check before the import is performed.
Import Considerations
Each import tool is different. Here are some considerations to bear in mind as you set up your import tool.
Required Fields
The default output grid in the AR Voucher Transfer screen contains all the possible fields that are available for import mapping. Your particular import tool may require fields that are not available for mapping, in which case they must be manually added to the voucher spreadsheet before it can be imported.
Field Order
Some import tools enable you to map fields without any specific order, while other tools require fields to be in an exact sequence. You can use the Customize Grid Display option to control the field sort order.
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Spreadsheet Editing
Some tools may require special formatting that may necessitate editing the voucher spreadsheet before each import.
MYOB
MYOB’s import tool requires an empty line on the spreadsheet between each voucher and therefore each spreadsheet must be edited prior to each import. Third party utilities are available for MYOB that may not have this requirement.
File Format
The AR voucher output file can be generated in a CSV, Excel, or XML file format. Most import tools support the CSV file format, but some may require fixed field lengths, IIF, or other formats that are not available as an output option.
New Customer Creation
Most import tools will not create a new customer record as part of the import process. In most cases you must manually create the new customer records before the voucher file can be imported.
Sales Tax
The voucher output file does not include a tax code because tax code detail and posting is already handled by the DBA invoice. Some import tools will insert a default tax code at invoice line level based on the line item or it may be a system default tax code. Make sure the default tax code is non-taxable so that tax does not get calculated. If a tax code is required in the voucher output file, it must be added through manual editing before each import.
Credit Memos
Credit memos in DBA are invoices with a negative total value. In some accounting systems, credit memos are separate entities from invoices. Where this is the case, map your credit memo voucher file separately from your invoice voucher file and perform separate imports for credit memos and invoices.
NOTE: The Display option in the upper panel enables you to create separate voucher output files for invoices and credit memos.
