SAP Business One – How to Import AR Invoices, and then Import Applied Cash Receipts

Mark Chinsky — Tue, 10 Mar 2009 18:11:08 +0000

Thanks to Don Shields for this overview on how to properly import Accounts Receivable (AR) Invoices and then applied Accounts Receivable (AR) Cash Receipts into SAP Business One using the the Data Transfer Workbench ( DTW ).

Templates: (RECOMMEND TAB DELIMITED TEXT FILES FOR IMPORTS with no text identifier, stay away from .csv)

Make sure G/L Account Determination is filled out CORRECTLY. Particularly that the Sales Account tab is filled out and the Checks Received account is setup as a Cash account.

1. A/R invoices = oInvoices

a. Documents

i. Use a doctype of “S” for Service.

ii. Handwritten = tYES if you want to import invoices numbers from the old system. Uses the “Manual” numbering series.

b. Document_lines

i. Use the enum for the account code. Recommend setting up an opening balance offset accout. A/R from the BP will be the other half of the entry.

ii. Use item Description for you comments like “Open bal entry”

iii. Other columns used: LineTotal, Price, Quantity, Taxcode (use the exempt one, but one will be required).

2. Payments = oIncomingPayments

i. Payments

1. Payment header file and you can also import cash amounts in the cashsum column ONLY if it is a cash payment.

2. Leave the Bank account related columns blank if you are going to include a line in the Payment_Checks file for the line.

3. The example shown in the templates for DTW is an example of Cash payments that are not applied to any invoice.

4. SAP will not let you use a DocDate before the start of the fiscal year. Also, if you are applying the payment to a document, the payment doc date must be after the a/r invoice date.

5. The DocNum in the payments file is the internal transaction number, not the Customer’s check number. That goes in the Payment_Checks file. You can put tYES in the handwritten column and then put whatever number you want in the DocNum column, otherwise leave them both blank and SAP will assign #’s to the incoming payment doc headers.

6. Put a comment in the JournalRemarks if desired.

ii. Payment_Checks

1. Use if the payments are checks. If they are cash fill in the cashsum line in the payments file and do NOT put a line in this file for that line.

2. Fill in the BankCode column with the house bank code.

3. CheckNumber for the customer’s check number they paid with.

4. CheckSum is the total of the check.

iii. Payment_invoices

1. Use the DocEntry column to enter the reference of the invoice number to apply the line to. To get this you have to query the OINV table. I imported my invoices and immediately ran the query to get the DocNum with the invoice number matched to the DocEntry and pasted that into Excel. Then used VLOOKUP() to prepare my Payment_invoice template.

2. You don’t need to have an entry in this file for every payment, only if you want to have a particular payment applied to an open A/R Invoice. These are linked by the RecordKey like normal in DTW. Payment_checks without a corresponding Paymnet_invoice will be imported as payments on account.

via: Mark Chinsky and Don Shields, New Jersey CT , TX, Texas Sage MAS 90 and 200, Job Ops, and SAP Business One consultants

© 2009, Mark Chinsky. All rights reserved. Formed in 2005. the 90 Minds Consulting Group is a collaboration of 100 Sage partners who independently join together online in a 24 x 7 private communication network to solve difficult issues for their customers. The group is not affiliated with Sage and our collaboration provides for unparalleled member access to early warnings of bugs and other issues which members in turn are encouraged to use to provide an exceptional customer experience.

SAP Business One Importing Data from Excel

Mark Chinsky — Wed, 11 Feb 2009 16:13:52 +0000

A very helpful tool to be able to create/edit large quantities of items in the Item master data is to generate an excel file with the information and then import it through the tool that SBO has for it. Since the documentation is rather poor, I’m not sure how to use all of the options, but here is what I have up to date:

Prepare an excel file with the all data you need to upload
It should look something like this:

Column explanations:
A: The item code to be created or edited.
B: The item description
C: The description in foreign language (in case you need it).
D: “I” stands for inventory Item, which is the default for SAP, you can skip this unless you want to create labor code “L” or a travel “T”.
E: Represent the name of the item group
F,G and H, represent a price list data, column F means the price list nº 1, then H means the price you want to set for it, and the last you set the currency (make sure you choose the right currency, and check “rates”).
I, J, K: Represent another set of prices for price list number 5, in this case in Euros
L: Stands for the preferred vendor code.

Then save it as TXT separated by tabs and close excel: it should then look like this when opened with notepad:

Then go to :

And select items on the upper right, then select the fields in the same order as you did the excel file. Check update existing records if you want SBO to edit the existing codes, if you wish only to create new ones and not risk touching existing ones.
Now it should look something like this:

Then click OK (be sure the source file is closed, otherwise an error message will appear).
As you can see there is plenty of possible data that can be uploaded this way:

Also the same way information for Business Partners can be created or edited quickly.

By: Cristian Devoto

Thanks to Ed Monk of SBONotes.com

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SAP Business One – How to Import AR Invoices, and then Import Applied Cash Receipts

SAP Business One Importing Data from Excel