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SmartFusion Modules > Fund Ledger > Cash Receipts > Import > Import Cash Receipts

Most Recent Update: 

6.122 - New feature added.

Introduction

Cash Receipts can be imported into the system via this menu/process to speed up data entry and provide better accuracy.

Prerequisites

Fund Ledger Accounts included in the import must exist in the system and be active.

Explanation

Running the import will create Cash Receipt entries in Enter/Edit Cash Receipts.
Selecting a file and executing the report will start the import process.

If any errors occur either an exception will be displayed if the file is in the incorrect format or an error report will be printed.

If no errors occur cash receipts will be created.

After the process you will be prompted if you wish to print the Cash Receipts Register. Answering yes will bring up the report screen with the deposit date, deposit number and user id from and to fields filled in based on the creation process.

Validation Errors

Errors found during validation of the imported data will be flagged and reported on.

Account does not exist The fund ledger account does not exist in the system.

Account is inactive The fund ledger account is inactive

This field cannot exceed XX characters The data in the field cannot exceed the length stated

This field is required Field is required and no value has been specified

Value is not valid Value provided for the field is incorrect\unrecognized

Value is not a valid date Date value does not match one of the valid formats

Field Formats

Date Fields:

yyyyMMdd
M/d/yyyy
dd-MM-yyyy
MM/dd/yy
MM/dd/yyyy

Example - For the date January 31st, 1999 the following formats would be valid:

19990131

01/31/1999

01/31/99

31-Jan-1999

Pay Type: Cash
Check
Credit
(case insensitive match will be done)

Amount Fields Will accept and type of valid number. Decimals are not required. No $'s or commas

File Specification

Format: Comma separated values (*.CSV)
All columns quoted

First line is column headers

### File Layout  
Column                            | Required | Type    | MaxLength   
----------------------------------|----------|---------|----------  
CR Number                         | No       | String  | 15   
Deposit Date                      | Yes      | Date    | 10  
Deposit Note                      | No       | String  | 200  
Cash Account                      | Yes      | String  | 40  
Revenue Account                   | Yes      | String  | 40  
Detail Note                       | No       | String  | 200  
Detail Reference                  | No       | String  | 20 
Detail Amount                     | No       | Decimal | 12 
Detail Pay Type                   | No       | String  | 10  
Detail Check Number               | No       | String  | 9

CR Number This field with the deposit date and cash account fields groups entries together to create a cash receipt

Deposit Date Deposit Date of the entry and groups entries with the CR Number and cash account fields

Cash Account Cash Account of the entry and groups entries with the CR Number and Deposit Date Fields

Deposit Note Deposit note field in the header

Revenue Account Revenue account in the detail

Detail Note Detail note field

Detail Reference Detail reference field

Detail Amount Detail Amount field. Based on the grouping of the lines the sum of this will be entered into the header

Detail Pay Type Detail Pay Type field

Detail Check Number Detail check number field

Grouping of the data

Grouping of the lines to create a cash receipt and determine header values is done by grouping of the CR Number, Deposit Date, and Cash Account fields to get the unique combinations of them. Once this is determined the lines are queried for similar lines and the first line of these common lines is used to create the header values of the cash receipt.

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