CSV import: Customer payments

Import large batches of customer payments into Intacct, which is faster than inputting each payment manually. You can import Accounts Receivable payments and applied credits by uploading a CSV file.

Prepare a CSV file for import

When you download a template, the correct headers are in the template already. All you have to do is fill in the columns with your data, save it as a CSV file, and upload the file.

The header titles in the template you download correlate to fields in Intacct. Incorrect header titles will cause an upload error.

For more information about the CSV upload process, including best practices, common errors, and how to upload your CSV file, see Prepare your file for CSV import.

Download a new blank template whenever you import information into Sage Intacct. Using a new template is important because:

  • Templates are automatically customized based on your company configuration, including any dimensions and custom fields you created.
  • Templates can be updated by Intacct at any time, especially when a new version of Intacct is released. When templates are updated, an older template might not work.

About importing payments

There are several things to consider when you import customer payments into Intacct:

  • Imported payments post directly to the General Ledger based on the bank account, undeposited funds account, or payment summary that you specify.

  • Make sure that the amount received equals the amount to apply.

  • If there's an overpayment balance after the payment amount is applied to the AR sales invoice or adjustment, the overpayment amount and overpayment location are required fields. Amount received = Payment amount to apply + Overpayment balance.

  • Verify import data before you upload to Intacct. Bulk reversal is unavailable. If you must delete customer payments that have already been imported, ask your designated support user to contact Support. For more information about contacting support, see The Sage Intacct Community.

  • Maximum of 1,000 invoices for a payment and 5,000 lines per file.

  • You can import payments for unique AR sales invoice number or adjustment number transactions only. If there are multiple AR sales invoices or adjustments with the same reference number, the import will be unsuccessful.

Best practice: Upload a single payment first to test your import data. That way, you can make data corrections as needed before importing multiple payments.

Supported payments

Use the following table to see which payment use cases are supported. Exceptions are not supported for import at this time.

Table that shows supported cases and exceptions for different payment elements.
Payment element Supported cases Exceptions

Accounts

  • Bank account

  • Undeposited funds account

  • User-specified payment groups

None

Payment methods

  • Cash

  • Printed cheque

  • Record transfer

  • Online ACH

  • Online credit card

Transaction currency

  • Base-to-base currency

  • Base-to-foreign currency

  • Foreign-to-base currency

  • Foreign-to-foreign currency

None

Other

  • Attachments with payments

  • Overpayment balances

  • Applying the following credit types:

    • Adjustments

    • Negative AR sales invoices

    • AR sales invoice credits

  • Line-level payments

Applying the following credit types:

  • Advances

  • Overpayments

How to format payments for import

Use row numbers

When importing AP purchase invoices or AR sales invoices, if errors are found during upload, the entire CSV file is rejected. You can more easily find the errors in the file if you use row numbers in the Do Not Import column (1). If your CSV file is rejected because errors are found, the error file contains the original row number, allowing you to quickly pinpoint where to make changes (2).

Row numbers used in the Do Not Import column to identify rows with errors in the error file.

How to import payments and applied credits

You must have the following to import customer payments and applied credits.

Subscription

Accounts Receivable

Regional availability

All regions
User type

Business
Permissions

Manage payments: List, View, Add

  1. Go to Accounts Receivable > All > AR sales invoices > Receive payments - New!.

  2. Select Import.

  3. In the window that appears, select Download template.

    Populate the template with payment data and save it as a CSV file.

  4. Return to the import window and select Choose file.

    Select the saved payment import file in the file explorer that appears.

  5. Select a Date format that matches the date format in the file.

  6. Select a File encoding option and Process offline.

    Best practice: When importing payments in bulk, select Process offline to make sure that the import is successful regardless of how much data is imported for processing.

  7. Enter an email address for results.

  8. Select Import.

Results: You receive an email after the import is complete. If there are any errors, they appear in the email that you receive.

Field descriptions

The field definitions in your template explain what type of information is required for each field, and how to enter valid information. It's always a good idea to read the field definitions before making entries.

You can reorder the columns of your CSV file for ease of use. However, the column header must contain the field name exactly as it appears in the original template.

If you downloaded a template from the Company Setup Checklist or an object list page, your template contains the headers and dimensions that are specific to your company. The headers in a standard template might not contain field definitions specific to your company.

To import dimension values, enter information in the appropriate dimension column of the import spreadsheet. Otherwise, no information appears for that dimension.

If you relabeled any dimensions (see Terminology for more information), your dimension name does not appear in the CSV template, but the original Intacct dimension name does.

Some fields on the AP purchase invoice Information page: Recommended payment date, Payment priority, and Supporting document ID are not implemented for import, so do not make entries for these fields. Any information entered for these fields is not uploaded.

When importing data, names in the FIELD column may differ from terminology used in your location. For information on terms that may differ in your location, see Terminology across locales.

Field Name: DONOTIMPORT

#

Any row that starts with # is ignored during import.
Field Name: CUSTOMERID

UI Field Name:

Customer ID

Type:

Character

Length:

21

Default Value:

None

Valid Values:

Any

Dependencies:

A valid customer

Required:

Yes
Field Name: PAYMENT_SUMMARY

UI Field Name:

Payment summary

Type:

Character

Length:

100

Default Value:

None

Valid Values:

Any

Dependencies:

A valid AR payment summary

Required:

Yes, if receiving a payment and AR is configured for user-specified payment summary posting.
Field Name: BANKACCOUNTID

UI Field Name:

Account

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Any

Dependencies:

A valid bank account.

Required:

Yes, if receiving a payment and not using a payment summary (PAYMENT_SUMMARY) or undeposited funds account (UNDEPOSITEDACCOUUNTNO). Only use one of the three.
Field Name: UNDEPOSITEDACCOUNTNO

UI Field Name:

Undeposited funds account

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Any

Dependencies:

A valid GL account.

Required:

Yes, if receiving a payment and not using a payment summary (PAYMENT_SUMMARY) or bank account (BANKACCOUNTID). Only use one of the three.
Field Name: PAYMENTMETHOD

UI Field Name:

Payment method

Type:

Character

Length:

20

Default Value:

Printed Check, Credit Card, EFT, Cash

Valid Values:

Any valid date format

Dependencies:

None

Required:

Yes, if receiving a payment.
Field Name: RECEIPTDATE

UI Field Name:

Receipt date

Type:

Date

Length:

12

Default Value:

Today's date

Valid Values:

Any valid date format.

Dependencies:

None

Required:

Yes, if receiving a payment.
Field Name: PAYMENTDATE

UI Field Name:

Payment date

Type:

Date

Length:

12

Default Value:

Today's date

Valid Values:

Any valid date format.

Dependencies:

None

Required:

No
Field Name: BASE_AMOUNTRECEIVED

UI Field Name:

Translated amount received in base currency.

Type:

Currency

Length:

14

Default Value:

None

Valid Values:

Digits 0-9

Dependencies:

None

Required:

Yes, only if making a multi-currency payment.

Notes:

For payments involving multi-currency, this field is the translated payment amount in the base currency. (This amount is ignored if the payment is not multi-currency.)
Field Name: AMOUNTRECEIVED

UI Field Name:

Amount received

Type:

Currency

Length:

14

Default Value:

None

Valid Values:

Digits 0-9

Dependencies:

None

Required:

Yes, only if making a multi-currency payment.

Notes:

For payment involving multi-currency, this field is the total transaction payment amount received.
Field Name: DOCNUMBER

UI Field Name:

Document/Cheque no.

Type:

Character

Length:

15

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Notes:

Use this field as follows:

  • If the payment method is cheque, enter the cheque no.

  • If the payment method is credit card, enter the authorization code.

  • If the payment method is record transfer, enter the reference no.
Field Name: PAYMENT_MEMO

UI Field Name:

Payment memo

Type:

Character

Length:

1000

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Field Name: EXCH_RATE_TYPE_ID

UI Field Name:

Exchange rate type

Type:

Character

Length:

40

Default Value:

Intacct daily rate, unless a custom exchange rate is defined as the default.

Valid Values:

Alphanumeric and underscore.

Dependencies:

Must reference a previously defined exchange rate type.

Required:

No

Editable:

Use only in multi-currency companies. This field defines an optional custom exchange rate type.Intacct uses the Intacct daily rate if no optional one is defined here.
Field Name: EXCHANGE_RATE

UI Field Name:

Exchange rate

Type:

Number

Length:

12

Default Value:

None

Valid Values:

Digits 0-9

Dependencies:

None

Required:

No

Notes:

Use only in multi-currency companies. This field overrides the default exchange rate.

Field Name: SUPDOCID

UI Field Name:

Attachment

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Any

Dependencies:

Must reference an existing attachment ID in Intacct.

Required:

No

Notes:

Enter the attachment ID in Intacct to link an existing attachment to the payment.
Field Name: TRANSACTION_NO

UI Field Name:

AR sales invoice no. or Adjustment no.

Type:

Character

Length:

15

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

Yes

Notes:

Enter the AR sales invoice number or adjustment number here. (For example, inv123 or adj456). This number must match a unique transaction record ID in Intacct. To add a payment to multiple AR sales invoices, add rows for each transaction number beneath the payment header row.
Field Name: TRX_AMOUNT_TOAPPLY

UI Field Name:

Payment amount

Type:

Currency

Length:

14

Default Value:

None

Valid Values:

Digits 0-9

Dependencies:

None

Required:

Yes, if receiving a payment.

Notes:

Enter the payment amount for the transaction no. If the amount received is greater than the payment amount, you must include the overpayment balance in the OVERPAYMENTAMOUNT column.
Field Name: DISCOUNTDATE

UI Field Name:

Date

Type:

Date

Length:

12

Default Value:

None

Valid Values:

Any valid date format

Dependencies:

None

Required:

No

Notes:

Discount date in MM/DD/YYYY format. Applies all discounts available at this date, as defined by the terms.

  • If you provide a DISCOUNTDATE, do not provide a DISCOUNTTOAPPLY.
  • You must provide the correct PAYMENTAMOUNT for the entire amount due (with the discount amount calculated in) for the discount to apply.
  • If you provide DISCOUNTDATE to calculate the term discount, do not provide a DISCOUNTTOAPPLY value.
  • If the invoice includes multiple lines, the DISCOUNTDATE must be the same for all lines.
Field Name: DISCOUNTTOAPPLY

UI Field Name:

Discount to apply

Type:

Currency

Length:

14

Default Value:

None

Valid Values:

Digits 0-9

Dependencies:

None

Required:

No

Notes:

Use this field to apply a custom discount to the invoice.

  • Enable custom discounts must be turned on in your configuration.
  • Do not provide a DISCOUNTDATE when providing a DISCOUNTTOAPPLY.
  • Lines for the same invoice must contain the same DISCOUNTTOAPPLY value.
Field Name: OVERPAYMENTAMOUNT
UI Field Name: Overpayment amount
Type: Currency
Length: 14
Default Value: None
Valid Values: Digits 0-9
Dependencies: None
Required: Yes, if there's an overpayment balance.
Field Name: OVERPAYMENTLOCATIONID

UI Field Name:

Location

Type:

Character

Default Value:

None

Valid Values:

Any

Dependencies:

A valid Location.

Required:

No

Editable:

Yes, if there's an overpayment balance.
Field Name: OVERPAYMENTDEPARTMENTID

UI Field Name:

Department

Type:

Character

Default Value:

None

Valid Values:

Any

Dependencies:

A valid Department.

Required:

No
Field Name: OVERPAYMENTCLASSID

UI Field Name:

Class

Type:

Character

Default Value:

None

Valid Values:

Any

Dependencies:

A valid Class.

Required:

No
Field Name: OVERPAYMENTPROJECTID

UI Field Name:

Project

Type:

Character

Default Value:

None

Valid Values:

Any

Dependencies:

A valid Project.

Required:

No

Field Name: INLINE_CREDIT_NO

UI Field Name:

AR sales invoice no.

Type:

Character

Default Value:

None

Dependencies:

Must match the TRANSACTION_NO.

Required:

No

Notes:

Use this field to apply inline credits.
Field Name: INLINE_CREDIT_AMOUNT

UI Field Name:

Credits to apply

Type:

Currency

Length:

14

Default Value:

None

Valid Values:

Digits 0-9

Dependencies:

None

Required:

No

Notes:

Use this field to apply inline credits.
Field Name: ADJUSTMENT_NO

UI Field Name:

Adjustment no.

Type:

Character

Default Value:

None

Dependencies:

Must match the adjustment no. for the credits to apply.

Required:

No

Notes:

Use this field to apply an adjustment credit.
Field Name: Adjustment_AMOUNT

UI Field Name:

Credits to apply

Type:

Currency

Length:

14

Default Value:

None

Valid Values:

Digits 0-9

Dependencies:

None

Required:

No

Notes:

Use this field to apply an adjustment credit.
Field Name: NEGATIVE_INVOICE_no

UI Field Name:

AR sales invoice no.

Type:

Character

Default Value:

None

Dependencies:

Must match the AR sales invoice no. for the negative AR sales invoice.

Required:

No

Notes:

Use this field to apply negative AR sales invoice credit.
Field Name: NEGATIVE_INVOICE_AMOUNT

UI Field Name:

Credits to apply

Type:

Currency

Length:

14

Valid Values:

Digits 0-9

Required:

No

Notes:

Use this field to apply negative AR sales invoice credit.

Required fields when importing payments

Some columns of an import template are required fields. If these fields are left blank, your import will fail. Be sure to enter information for all required fields.

  • CUSTOMERID

  • PAYMENT_SUMMARY, BANKACCOUNTID, or UNDEPOSITEDACCOUNTNO

  • PAYMENTMETHOD

  • RECEIPTDATE

  • BASE_AMOUNTRECEIVED: If making a multi-currency payment

  • AMOUNT_RECEIVED: If making a multi-currency payment

  • TRANSACTIONNO

  • TRX_AMOUNT_TOAPPLY

  • OVERPAYMENTAMOUNT: If there's an overpayment balance

  • OVERPAYMENTLOCATIONID: If there's an overpayment balance