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Menu Path: Trading > Sales > Upload Invoice
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Opening Account ReceivableWhen shifting to EMP for the first time from your previous accounting system, this function is needed to transfer the opening balance (debit / credit) to EMP. This is very different from Upload Customer List because instead of transferring customer details such as company name, address and contact number, this function transfers the amount owed to / owed by the customer. The opening balances are best brought forward immediately after the EMP is adopted. There are two method to upload invoice |
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Method 1: Upload excel file
GO Trading > Sale > Upload invoice
Click on 'Upload Customer Invoice User Guide
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' to get the user guide. The Upload Invoice screen is used to bring in a list of Customers Invoices into the Wavelet ERP System
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This word file will guide user how to upload invoice step by step
Click on the “Upload Customer Invoice Template” link as shown below to download the template
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Click ''Download template file'' to download
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- Attached with the ' Download template file:UploadInvoiceTemplate2015-02-09.csv'. This excel file contains upload file format as below:
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Key in in the Customer Invoice details that you wish to bring into the system into the template. Kindly refer to Appendix section if unclear on the data format.
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Appendix
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No
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Field Name
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Data Type
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Remarks
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1
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BRANCH_CODE
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String with Maximum (50) Characters
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Compulsory
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2
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CUSTOMER_ID
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Integer
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Compulsory
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3
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INVOICE_DATE
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String in the following format (yyyy-mm-dd)
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Compulsory
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4
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ITEM_CODE
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String with Maximum (100) Characters
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Compulsory
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5
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ITEM_QTY
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Integer
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Compulsory
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6
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REFERENCE
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String with Maximum (100) Characters
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Compulsory
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7
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SALESMAN
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String with Maximum (100) Characters
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Compulsory
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8
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UNIT_PRICE
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Floating Point Number
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Compulsory
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9
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BATCH_NUMBER
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String
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Compulsory if item is Batch Expiry Item
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10
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EXPIRY_DATE
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String in the following format (yyyy-mm-dd)
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Compulsory if item is Batch Expiry Item
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11
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ITEM_SERIAL
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String
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Compulsory if item is serialized
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12
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GL_DIMENSION_CODE
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String with Maximum (50) Characters
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13
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GL_DIMENSION_ID
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Integer
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14
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GUID_CODE
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String with Maximum (50) Characters
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15
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ITEM_NAME
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String with Maximum (1000) Characters
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16
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ITEM_REMARKS
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String with Maximum (3000) Characters
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17
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REMARKS
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String with Maximum (300) Characters
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18
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SUPPLIER_ID
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Integer
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19
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TERMS
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Integer
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20
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UNIT_DISCOUNT
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Floating Point Number
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After fill in the information, you may then upload the Customers Invoice by following steps below
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Remove Journal Transaction before financial year (Invoice journal created above)
Accounting > Maintenance > Configuration > Set Opening Balance : Select & Set company > click "'Yes, remove the transaction below"'
Report checking:
- Customer > Query/Report > Historical AR Balance
- Customer > Tasks > AR
- Trading > Sales > Invoice Listing
Method 2: add manually
- Go to Customer > Maintenance > Opening Balance
- Select a branch and click ‘Change Branch’.
- Search a customer name under ‘Billing Account’ by clicking ‘Select Customer’.
Enter :
- old reference number from the previous system (if necessary)
- remarks, date – date before EMP is adopted
- salesman
- outstanding amount balance – The amount outstanding can be obtained from your old system’s Outstanding Debtors for individual customers.
- Then, click ‘Add Invoice’.
- Click ‘Reset’ or ‘Reset Form’ if needed.
- A ‘List of Outstanding Documents to be Settled’ will show the opening balance at the bottom.
- Click ‘Remove’ to delete the transaction.
- Finally, click ‘Confirm and Save’.
- For negative amount (sales return / refund), remember to use a credit memo instead to create a debit note for the customer.
- After importing the customer records, you can resume to this function as the customer records will already exist in the system, allowing user to ‘Select Customer’.
- Opening balances can only be entered one by one for each customer.
- Please read Opening Stock / AR / AP.
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