The Facts Import Utility allows you to import payments, returned checks, and adjustments using a specific file format. Click here for a file explaining the layout required for import.
This Section Includes:
Three types of transactions are present for use with the program:
•Payments: Imported into Payment Information and can be applied to oldest invoice or assigned as unapplied cash or miscellaneous cash
•Returned Payments: Imported into Invoice Processing as an invoice
•Balance Adjustments: Imported into Invoice Processing as an invoice
Click the Choose File button and select the text file that you wish to import. Click the Import FACTS File button to begin the import or the Cancel link to return to the main Accounts Receivable page.
The Accounts Receivable FACTS Import Proof Report displays. The following information displays for each item being imported:
•Bill To #
•Bill To Name
Customer Name and Bill To Name
The Customer and Bill To columns display names pulled from the program based on the Name ID # field in the import file. They do not reference the Customer Name field in the import file unless the Name ID # does not match a Name ID in the program.
The Code column references the type of item being imported. There are three codes: 02 (payment), 03 (returned payment), and 04 (balance adjustment).
The Customer # field refers to the Name ID within the program. If a number in the file does not match a name, a note in red indicates that the referenced Customer# is not a valid customer person id.
Records without a Customer# that matches a Name ID in the program ARE NOT imported. To correct any invalid names, click the Cancel link and edit the text file. You can then begin the import again.
At the bottom of the report are amounts for Total Payments, Total Returned Checks, Total Adjustments, and Total Invalid. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click the Import File button to continue the import or the Cancel link to return to the Facts Import page.
Select the Revenue Center, Item for Returned Checks, Item for Adjustments, and Source for Unapplied Cash from the drop-down lists. For Apply Payments select one of the following:
•To Oldest Invoices
•As Unapplied Cash
•As Miscellaneous Cash
Click the OK button to continue the import or the Cancel link to return to the Facts Import page.
The FACTS Import report displays detailed import information, with page breaks for Payments, Returned Checks, and Adjustments. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click the Disburse FACTS Import button to finalize the import or the Cancel link to return to the Facts Import page.
Imported Payments are in Payment Processing while imported Returned Checks and Adjustments are in Unposted Invoices. Proceed to those areas to finalize these items.