Example AR Import File

In the following example import file, one cash payment record follows the batch header line. Make sure that your cash account code exactly matches the setting on the AR/Cash Default Accounts window (from AR/Cash, select Set up module, and click Default Accounts).

BH,AR051502,05/15/02,AR Payments for 5/15/02,,265.00,CASH
PAY,,AR,105,05/15/02,,265.00,1234,,,,,Carol Hamilton,AR Payment

Note: If your import fails, check your import file for stray spaces, missing tabs or commas, empty lines, proper date format, and so forth.

To review history before importing AR transactions

Before you introduce third-party transactions into your iMIS data file, view the relevant payment history for items such as AR payments for a sample customer (one who will be affected by the incoming data).

  1. From Customers, select Manage customers to open the Manage customers window.
  2. Click Find to select the customer record.
  3. Select the AR/Cash tab to view the customer's AR/Cash information.
  4. Make note of the contents of the AR/Cash tab. The imported transactions should be displayed in the AR/Cash tab after you perform the import procedure.

Note: You can review the outstanding AR balances by printing an A/R Statements report.

To perform the AR import

Before performing the import, it is very important that you make a current backup of your iMIS database. If your import is in error, you can restore your database from the backup copy; otherwise, you must manually delete each transaction in the imported batch.

Warning!  

Back up your database.

  1. From AR/Cash, select Enter and edit transactions > Import transactions to open the Select import file window.
  2. Select the tab- or comma-delimited file that you prepared and click Open.

    3. Note: If you receive an error saying the Cash Account Code does not exist, click OK and check that the name of the Cash Account code in your import file matches the one in your iMIS-system Cash Account Table on the Set up cash accounts window (from AR/Cash, select Set up tables > Cash accounts).

  3. When the import is complete, from AR/Cash, select Manage batches to open the Manage batches window.
  4. To review the results of the import, select the open import batch on the Manage batches window, and click Print Selected.
  5. (optional) To finalize the imported transactions, select the open import batch on the Manage batches window, and click Post Selected.

To verify the AR import

To verify that your transactions have correctly posted to your iMIS data file, view the relevant AR/Cash information again for your sample customer.

  1. From Customers, select Manage customers to open the Manage customers window.
  2. Click Find to locate the customer's record.
  3. Select the AR/Cash tab to view the customer's AR/Cash information. The new AR payment should be included.

To view open credits from an AR import

If the payment amount imported was larger than the total outstanding balance for a customer, the amount of the overpayment automatically creates an open credit. To view overpayments by an individual, perform the following steps:

  1. From Customers, select Manage customers to open the Manage customers window.
  2. Click Find and enter the customer ID, then click OK.
  3. Select the AR/Cash tab to view the customer's AR/Cash information.
  4. Double-click the entry with the overpayment to open the Transaction Ledger window.