Prior to importing, please verify the following:
    • Have security access (e.g., ability to rename files) to the directory in which the data file is stored,
    • Have security rights to import (see the security setting for the Accounts Receivable module),
    • Backup your FundWare system,
    • Create a copy of the database to which you are importing data, and
    • Ensure that no one is working in the Accounts Receivable module or its maintenance tasks.

Explanation of fields:

A.  Action ID—Indicates you are adding transaction information. The entry must be Add.
      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.

 

B.  Legacy Document ID—Because each invoice is likely to have multiple rows, this field allows the import program to maintain the relationship within a specific invoice. Enter up to 100 numeric characters.
      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.

      — This number is unique. All rows with the same ID will be connected in FundWare (i.e., will be on the same invoice).
      — Tip: You can create a new number, or you can use the invoice number (which is also stored in Column D).

 

C.  Invoice Type—Indicates the type of document. Your entry must be one of the following:
      • Standard invoice,
      • Credit memo, or
      • Memo invoice.
      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.

 

D.  Invoice Number—Is equal to the original document number (e.g., invoice number). Your entry for this field cannot exceed 12 characters.
      — Entry optional if… your Accounts Receivable setup indicates your invoice numbers will be generated by the system (i.e., “Automatic Invoice Numbers”). The import program will ignore any entries to this column.
      — Entry required if… If your Accounts Receivable setup indicates your invoice numbers will be entered manually.
      — This number is unique. All rows with the same ID will be connected in FundWare (i.e., will be on the same invoice).
      — This number can be the same as the number stored in Column B (assuming this number does not exceed 12 characters).

 

E.  Customer Number—Enter the customer number (allows up to 25 alphanumeric characters).
      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.
      — This customer must exist in your database.
      — You can import transactions for customers regardless of status (i.e., Active, On-Hold, or Inactive).

F.  Payment Due Date—Holds the payment due date (e.g., 08/05/2002).
      — Entry optional for standard and memo invoices. If you do not enter a date for a pending invoice, the system will calculate the due date based on the customer’s default days due.
      — Entry unnecessary for credit memos. The system will ignore any entry in this field for credit memos (posted or pending).

G.  Description—Enter any description of the document. You can enter up to 50 alphanumeric characters into this field.
      — Entry optional.

H.  Customer Name—Enter the customer’s last name and first name, separated by a comma (e.g., Ross, Betsy). You can enter up to 50 alphanumeric characters into this field.
      — If the customer is an organization, enter the organization name (e.g., Helping Hands Foundation).
      — Entry optional. If you do not enter a customer name, the import program will apply the customer name associated with the specified customer number, according to the customer record.

 

I.  Create User Name—Holds the user name of the employee who entered the original invoice (e.g., Demo User). You can enter up to 50 alphanumeric characters into this field.
      — Entry optional. If you do not include an entry in this field for an invoice, the employee user name will appear as “not specified” when the invoice is viewed.

 

J.  Create Date—Indicates the business date on which the document was created.  For example, 09/15/2002.
      — Entry optional. If you do not enter a date in this field, the import program will assign the invoice date as the creation date (see the entry for Column K).

 

K.  Invoice Date—Indicates the actual date the invoice was created (as compared to the business date). For example, 09/14/2002.
      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.
      — If the invoice has been posted, this date must be equal to the Post Business Date (Column O). If the entries in these two columns do not match, the import program will change the Invoice Date to match the Post Business Date.

 

L.  Customer Bill-To Address—Holds the Bill To address for the selected customer.  (This address was designated as the “Default” address in FundWare, version 7.16.) This field will hold up to 350 alphanumeric characters.

      — Entry optional. If you do not enter valid data into this field, the import program will insert the Bill To address indicated on the customer’s record. (However, if there is no designated Bill To address, no address will appear on the invoice.)
      — Separate each line of the address with the “pipe” symbol ( | ).

 

M.  Customer Ship-To Address—Holds the Ship To address for the selected customer. This field will hold up to 350 alphanumeric characters.
      — Entry optional. If you do not enter valid data into this field, the import program will insert the Ship To address indicated on the customer’s record.
      — If there is no Ship To address indicated on the customer record, the field will remain blank.
      — Separate each line of the address with the “pipe” symbol ( | ).

 

N.  Invoice Status—Indicates the status of the invoice. Your entry must be one of the following:
      • Pending, or
      • Posted.
      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.  Your transaction data file can include both pending and posted invoices.

 

O.  Post Business Date—Holds the business date on which you posted an invoice.  For example, 09/22/2002.
      — Entry required for posted invoices. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.
      — If the invoice is pending, the import program will ignore any entry in this field.
      — This date must be equal to the Invoice Date (Column K). If the entries in these two columns do not match, the import program will change the Invoice Date to match the Post Business Date.

 

P.  Post System Date—Holds the actual date on which you posted an invoice (as opposed to the business date). For example, 09/21/2002.
      — Entry optional.
      — If the invoice is posted and you leave this field blank, the import program will assign the Post Business Date (Column O) as the Post System Date.

      — If the invoice is pending, the import program will ignore any entry in this field.
 

Q.  Post User Name—Enter the name of the employee who posted the invoice (e.g., Demo User). You can enter up to 50 alphanumeric characters into this field.
      — Entry optional.
      — If the invoice is posted and you leave this field blank, the employee user name will appear as “not specified” when the invoice is viewed.
      — If the invoice is pending, the import program will ignore any entry in this field.

 

R.  Post GL Batch ID—Indicates the batch number assigned when the invoice was posted to your General Ledger (up to 4 numbers long). This number must be greater than 0.
      — Entry optional.
      — If the invoice is posted and you do not include an entry in this field, the import program will assign a batch ID of -1.
      — If the invoice is pending, the import program will ignore any entry in this field.

 

S.  Reserved for future use—Any entry in this field will be ignored by the import program.
 

T.  Reserved for future use—Any entry in this field will be ignored by the import program.
 

U.  Reserved for future use—Any entry in this field will be ignored by the import program.

V.  Reserved for future use—Any entry in this field will be ignored by the import program.
 

W.  Reserved for future use—Any entry in this field will be ignored by the import program.
 

X.  Reserved for future use—Any entry in this field will be ignored by the import program.
 

Y.  Reserved for future use—Any entry in this field will be ignored by the import program.
 

Z.  Legacy Line Item ID—Enter a unique alphanumeric value (up to 100 characters in length) for:
      — Each line item (or “charge”) within an invoice. If a charge has multiple distributions, all the entries will have the same number.
      — Each receivable entry, if the invoice has been posted. If the associated charge has multiple distributions, all the entries for the receivable will have the same number. This number must not equal the number used for associated charges.

This entry will allow the import file to maintain the relationship if a line item has multiple account distributions.
 

      — If you view our example import information in the manual, we use a revenue code called “Walk Ts”. By definition, this revenue code distributes the funds to two GL accounts. Therefore, you would enter the same number into this field for these two entries (one for each GL distribution account).
      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.
      — For an example, please refer to the manual.

 

AA.  Line Item Type—Indicates the type of the line item (i.e., is this a charge item or a receivable item). Your entry must be one of the following:
      • Charge, or
      • Receivable.
      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.
      — If the invoice is pending, you should only have entries (one or more) for charges.
      — If the invoice is posted, you should have entries for charges and balancing entries for receivables.

 

AB.  Revenue Code—Holds the revenue code for the line item stored in Column AA.  You can enter up to 50 alphanumeric characters in this field.
      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.

      — This revenue code must exist (with the exact same spelling) within your FundWare database.
 

AC.  Reference—Holds any reference associated with the line item stored in Column Z. You can enter up to 50 alphanumeric characters in this field.
      — Entry optional. If you do not enter valid data into this field, the import program will assign the default reference from the revenue code, if one is defined.

 

If you specify a Reference or Unit Description (Column AH) for receivables but not their associated charges, the import program may apply the defined Description and Reference to the charge line items. (This applies to Posted invoices only.)
 

AD.  Line Item Quantity—Enter the number, or quantity, of the line item stored in Column Z. You can enter up to 12 numeric characters, a decimal point, and 6 additional numeric characters in this field.
      — Entry optional. If you do not enter valid data into this field, the import program will leave this information blank on the invoice.

 

Please refer to the manual for the valid combinations of the Line Item Quantity, Line Item Unit Price (Column AE), and Line Item Amount (Column AF).

      — You can indicate negative numbers by adding a minus sign before the number.
      — This entry is directly tied to the line item stored in Column Z.

 

AE.  Line Item Unit Price—Indicates the unit price for the line item stored in Column Z. You can enter up to 15 numeric characters, a decimal point, and 2 additional numeric characters in this field.
      — Entry optional. If you do not enter valid data into this field, the import program will assign the default amount from the revenue code definition.

 

          Please refer to the manual for the valid combinations of the Line Item Quantity (Column AD), Line Item Unit Price, and Line Item Amount (Column AF).
 

      — Negative numbers are not allowed in this field. If you enter a negative number, the import program will return an error message.
 

AF.  Line Item Amount—Enter the dollar amount of the line item stored in Column Z (i.e., the total dollar amount distributed to all accounts). You can enter up to 15 numeric characters, a decimal point, and 2 additional numeric characters in this field.
      — Entry optional. If you do not enter valid data into this field, the import program will assign the default amount from the revenue code definition, or calculate from the quantity (Column AD) and unit price (Column AE).

 

          Please refer to the manual for the valid combinations of the Line Item Quantity (Column AD), Line Item Unit Price (Column AE), and Line Item Amount.
 

AG.  Line Item Account Mask—Enter the receivable account (or account mask) for the each charge entries. Up to 55 alphanumeric characters allowed.

      — Entry optional for pending invoices. If you do not enter valid data into this field for a pending invoice, the import program will apply the receivable account (or mask) defined for the revenue code (first) or defined on the customer’s record (second) if no receivable account is defined for the revenue code.
      — Entry unnecessary for posted invoices. If the invoice is posted, the import program will ignore any entry in this field. You will enter the resolved receivable account for the receivable line items in Column AM.

 

AH.  Unit Description—Holds the description associated with the line item stored in Column Z. Up to 50 alphanumeric characters allowed.
      — Entry optional. If your entry in Column AA is “Receivable,” any entries in this field will be ignored.

 

          If you specify a Unit Description or Reference (Column AC) for receivables but not their associated charges, the import program may apply the defined Description and Reference to the charge line items.

          (This applies to Posted invoices only.)
 

AI.  Reserved for future use—Any entry in this field will be ignored by the import program.
 

AJ.  Legacy Line Item Account ID—Enter a unique alphanumeric ID for each receivable and charge line item account (up to 100 characters in length). This number will be used in the Legacy Source Line Item Account ID (Column AK) to link the receivable entry to its corresponding charge entry.
      — Entry required for posted invoices. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.
      — Entry optional for pending invoices. If you do not enter valid data into this field for a pending invoice, the import program will determine the data for Column AM and Column AN based on the revenue code definition.

 

AK.  Legacy Source Line Item Account ID—For each receivable line item, enter the Legacy Line Item Account ID (Column AJ) for the corresponding charge (up to 100 characters in length). (This entry should be an alphanumeric value.) This allows the import program to link the receivable entry to its corresponding charge entry.
      — Entry required for receivable accounts on posted invoices. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.
      — Entry unnecessary for charge accounts on posted invoices. The import program will ignore any entry in this field.

      --  Entry unnecessary for pending invoices. The import program will ignore any entry in this field.
 

AL.  Legacy Source Line Item ID—For each receivable line item, enter the Legacy Line Item Account ID (Column Z) for the corresponding charge (up to 100 characters in length). (This entry should be an alphanumeric value.) This allows the import program to link the receivable entry to its corresponding charge entry.
      — Entry required for posted invoices. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.
      — Entry unnecessary for pending invoices. The import program will ignore any entry in this field.

 

AM.  Line Item Accounts—Indicates the distribution accounts to which the funds associated with the charges and receivables on a posted invoice will be credited.
You can enter up to 55 alphanumeric characters in this field.
      — Entry required for posted invoices. If you do not enter valid data into this field for all charge and receivable entries, the import program will not import the data file and will enter a message in an error log. Entry is also required if you want to specify the GL distribution for a pending invoice.
      — Entry unnecessary for receivable entries. The import program will ignore any entry in this field.

 

AN.  Line Item Accounts Amount—Enter the dollar amount that will be posted to the account listed in Column AM. You can enter up to 15 numeric characters, a decimal point, and 2 additional numeric characters in this field.

      — Entry required. If you do not enter valid data into this field, the import program will not import the data file and will enter a message in an error log.
      — All charges for a distribution must sum to the Line Item Amount (Column AF). (See the manual for an example.)
      — All receivables for a distribution must sum to the Line Item Amount (Column AF). (See the manual for an example.)
      — This entry is directly tied to the entry in Column AA.

 

AO.  Description—Applies to posted invoices only. You can enter up to 50 alphanumeric characters in this field. (Within the FundWare AR module, this information is assigned when you post an invoice, based on your general setup posting settings. For imported, posted invoices, you will only see this information if you void the invoice and view the associated trace report.)

      — Entry unnecessary for pending invoices. The import program will ignore any entry in this field.

      — All charges for a distribution must sum to the Line Item Amount (Column AF). (See the manual for an example.)
      — All receivables for a distribution must sum to the Line Item Amount (Column AF). (See the manual for an example.)
      — This entry is directly tied to the entry in Column AA.

 

AO.  Description—Applies to posted invoices only. You can enter up to 50 alphanumeric characters in this field. (Within the FundWare AR module, this information is assigned when you post an invoice, based on your general setup posting settings. For imported, posted invoices, you will only see this information if you void the invoice and view the associated trace report.)

      — Entry optional. If you do not enter valid data into this field, the import program will leave this information blank on the invoice.
 

AP.  Reference 1—Applies to posted invoices only. You can enter up to 50 alphanumeric characters in this field. (Within the FundWare AR module, this information is assigned when you post an invoice, based on your general setup posting settings. For imported, posted invoices, you will only see this information if you void the invoice and view the associated trace report.)
      — Entry optional. If you do not enter valid data into this field, the import program will leave this information blank on the invoice.

 

AQ.  Reference 2—Applies to posted invoices only. You can enter up to 50 alphanumeric characters in this field. (Within the FundWare AR module, this information is assigned when you post an invoice, based on your general setup posting settings. For imported, posted invoices, you will only see this information if you void the invoice and view the associated trace report.)
      — Entry optional. If you do not enter valid data into this field, the import program will leave this information blank on the invoice.

 

AR.  Reference 3—Applies to posted invoices only. You can enter up to 50 alphanumeric characters in this field. (Within the FundWare AR module, this information is assigned when you post an invoice, based on your general setup posting settings. For imported, posted invoices, you will only see this information if you void the invoice and view the associated trace report.)
      — Entry optional. If you do not enter valid data into this field, the import program will leave this information blank on the invoice.


**Note:
This import is for Accounts Receivable, not Classic Accounts Receivable. Also the import is not done through System Administration, but rather by opening the live division of FundWare, and going to File, Import.