Feature - Support Payment Record in Sales Order Import

Release: 06/07/2023

Version: 8.5 and Higher

Introduction

Elliott Sales Order Import is used extensively to import orders from EDI transactions and eCommerce websites.  In this enhancement, we expanded Sales Order import to support "Payment" records.  The primary intention is to support the import of sales orders from eCommerce sites where the order is already paid, by credit card or other methods, and the payment needs to be recorded in Elliott.  In the past, the payment was manually entered either in the COP Payment window or in AR Cash Receipt Processing. With this enhancement, Sales Order Import can add payment records directly to the sales order by mimicking the payment entry screen found in Order Entry. This includes updating the following tables:

• Customer: Update Customer Account Balance, last payment information, etc.
• A/R Open Item: Create payment records in A/R Open Item.  This includes allocating the payment amount to prevent it from being re-applied to other open items.
• A/R Distribution: Debit the cash account and credit Accounts Receivable.

Sequence of Payment Records

The Payment (P) record must be between a Header (H) record and the Line Item (L) records.  Any Payment record outside of that boundary will cause the entire import to fail with a "Payment Record Out Of Sync" message.

Global Setup Requirements

In order for Payment records to be accepted, Payment Window must be active in Global Setup under COP-Func, Order Billing Screen, and field 4, Use Payment Window For Real Time Cash Receipt.

If the imported order is an O-type order, field 2 must be Y.  If the imported order is a quote (Q-type), field 3 must be Y.

Payment Source Setup

A valid Payment Source can be provided in the import file.  A valid source is a value present in the Payment Source File.

Use Location Payment Source Default

If it is not provided, the Location record will be used for the Payment Type specified in fields 15 through 18.

Use Global Setup Payment Source Default

If that value is blank, the values in Global Setup, Acct, A/R Payment Source will be used.

The import must be able to find the default payment source in order to determine which GL Cash account to debit when the payment record is created.  If the value for the Payment Type is blank, an error will occur. 

On-Line Credit Card Processing Not Supported

A Payment Type can be provided with a value of "CS" for cash, "CK" for check, "CC" for credit card or "GC" for gift certificate.  A blank value will default to cash (CS).  It is unusual for an eCommerce site to accept gift cards, so you could use "GC" to support payments through PayPal.

Credit card payments "CC" are not supported when On-Line Credit Card Processing is enabled in Global Setup, Add-Ons, and On-Line Credit Card Processing.

Open Credit & ACH Not Supported

Payment types "OC" (Open Credit) and "AC" (ACH) are not supported at this time.

Payment Record Layout

The layout of the new Payment record is:

Create an import file according to the specifications. Below is an example of an "H" (header) record, followed by a "P" (payment) record, then two "L" (Line Item) records:

Refer to Elliott Sales Order Import documentation for details on each record type.

If you are not sure how to get started with payment records, we suggest providing values for the following three fields, which is the minimum requirement:

  1. Payment Line: Always populate with "P."

10. Payment Payment Amount: Put the payment amount in a human readable format, e.g., 123.65.

31. Payment Payment Type: This two-character value can be CS, CK, CC or GC, which stands for "Cash," "Check," "Credit Card" or "Gift Card,"

Field 7, Payment Document Number, must be blank for credit card payments. A value is required for check payments.  It is optional for all other payment types.

Replacement Sales Order Import Not Supported

Import the order through Sales Order Import.  The Payment record is not supported in the Replacement mode of Sales Order Import.

Sample Payment Info on Sales Order Import Edit List or Journal

The payment information will show up right before the line items.

Sample Imported Payment in COP Payment Window

The total number of payments will print in the total section.  The imported payment can be viewed in the COP Payment window in Order Inquiry or Order Billing screens.

Programs modified: CPORDIMP.CBL, POASCII.FD

Programs added: CPIMPPMT.DS, CPIMPPMT.FD, CPIMPPMT.SL, CPIMPPMT.WS

MAD

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