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      FreshByte AR Customer/Payment Refund Import

      FreshByte offers a feature that enables users to import customer payments directly into the Payment/Refund Center.

      FreshByte provides a powerful feature that allows users to directly import customer payments into the Payment/Refund Center. This feature seamlessly integrates corporate payments, open receipts, and credits, which can then be assigned to specific customer invoices within the Corporate entity. Below are detailed instructions covering file setup, requirements, and step-by-step import procedures for the AR Customer/Payment Refund Import.

      Payment Refund Center Batch details

       Customers -> Payment/Refund Center 

      • To create a new batch, click on ‘New’ or select an existing batch to modify.

      • Enter the relevant batch details and choose the appropriate bank.

      • Navigate to the ‘Batch Details’ tab and click on the ‘Payment/Refund Center’ button to access the necessary screen.
      • If the import file contains payments from multiple customers associated with a single corporate account, select ‘Display All Customers’ before initiating a new payment.
      • Additionally, to calculate early payment discounts, make sure to check the box for ‘Allowed Discounts Will Be Taken (Apply to Selected).’
      • Note:  Only single payment adjustment reason codes are permitted. Reason codes that trigger automatic debit memo generation are not allowed.
      • Select the customer associated with the payment, input the payment ID and total amount, and designate the payment method (Check, ACH, or Wire).
      • Note: The import feature is intended solely for single payments linked to a corporate ID.
      • Next, select the prepared .csv file, which may include invoices, credit memos, and open receipts. Carefully review the imported entries for accuracy. If there are any discrepancies, a message will appear listing the items in the file that did not match with FreshByte. The user has the option to print or save this message.  A detailed error log will be created for future reference which is accessible in the error log menu.
      • If all items are matched successfully, the system will confirm with the message, ‘All items were successfully matched.’
      • Select  ‘Save’ to apply the imported payments.
      • In cases of overpayments within the file, the system will handle them using the same procedures as for manually entered overpayments.

       CSV Import File Requirements 

      The following information is important when creating the file for import:

      • For Credit Memos, the original credit memo number must be listed.
      • Leading zeroes are not required for the Invoice number.
      • Open Receipts can be included in the import file but must contain the original receipt number FreshByte ‘R’ number’
      • The import file must not include the total payment amount. FreshByte calculates the payment amount per the import file line details and validates that the payment amount equals the amount entered in the payment distribution window.

      The CSV file must be in the following column order:

      Column 1: Corporate ID (required)

      Column 2: Customer ID (Not required if multiple customer locations have the same Corp ID)

      Column 3: Invoice Number or Credit Memo number

      Column 4: Applied Amount (negative amount for credit memos)

      Column 5: Adjustment Amount (if applicable)

      Column 6: Adjustment Reason Code

      The import must not contain any header information. Delete the headers before importing and save as a .csv file.