Import Open A/R Invoices

The system allows you to import past or current invoices using a system provided import template.

There are two Misc. invoice imports in Naviga Ad:

• Import A/R Invoices

• Import Open A/R Invoices

Import Open A/R Invoices (described below) is typically used to import a batch of new invoices where Naviga Ad will be the system that sends these invoices out, so Invoices using this method will also create a PDF of the invoice (in a batch and individual pdf's).

Import A/R Invoices is typically used to bring in invoices for collection purposes, but that were already created and sent in another system. This method of importing invoices does not auto-create any pdf copies. Using the regenerate process, individual pdf's can be created ad hoc, but no batch of invoices is created with this process.

In either process, the creating user can supply a unique invoice ID or have Naviga generate the ID’s. For invoices billed in external systems you would supply the external invoice ID. In either process, the user can check the flag to mark invoices are already posted to the G/L. Marked as Yes, Naviga will assume this was already posted to the G/L from another system and we will NOT post it again. Marked as No, we will post these to the G/L.

I'm gonna say this one more time for those of you in the back passing notes and not listening - if you mark as Posted to G/L - WE WILL NOT POST THEM

Je vais le dire encore une fois pour ceux d'entre vous qui passent des notes et qui n'écoutent pas - si vous marquez comme Posté sur G/L - NOUS NE LES PUBLIERONS PAS

Import Open A/R Invoices

From the node “Import Open A/R Invoices”, here the import will import a batch of invoices which the user may then print, post and send out.

• Select the file to import by clicking the Select button and navigating to the location of the file on your computer.

• If you do not yet have the template, download the template from this screen (Download Template button) which downloads a spreadsheet. Fill out the sheet and save to your desktop. For the template details, please see section below titled Template Fields.

  • Then click the “Select” button to choose the spreadsheet and upload to the Ad system. To flush out all errors on the spreadsheet, click the button “Test Import File” and click OK if you get an error because the system will display the line and cause of error.

  • After every error correction, resave the template to your desktop. Then click the "x remove" button to clear the upload then re-click the select button to upload the corrected sheet. Then click the “Import File” to complete the import file. The system will provide an ID for the import.

• Check the flag "Flag Invoices as Posted to the G/L" if these are older invoices which have already been posted to the G/L from another system, but you still wish to have Naviga Import and create a PDF of the invoices anyway. If you do not need Naviga to create the pdf's for the invoices, you may instead choose to use the Import A/R Invoices Option instead.

• Check the box “Use Legacy Client ID” to “Yes” if you’re entering the legacy ID of client in the import template. Leave as “No” if you’re using the Naviga client ID.

• Choose the Module to which this invoice belongs from the drop-down menu.

• You can have the system assign an ID to the invoice if you don’t enter one in the template by checking the box “Auto Assign Invoice ID if Not Provided” to “Yes”.

To view the imported invoices, user can click the node “List of Imported Invoices” and pull up the import ID and view all imported invoices.

Or you can click “Import Monitor” link when it displays after you perform the import.

Template Fields

Click the button “Download Template”.

This will open the excel spreadsheet for you to fill out. The fields are as follows:

Field Name	Sample	Source	Optional/ Mandatory
Invoice ID	SH3232	Free form entry but cannot be an existing Invoice ID in the system	Mandatory unless the box is checked to Auto Assign an Invoice ID.
Client ID	244534	This value must match the Client ID in the system	Mandatory
Invoice Date	2/1/2023	Date format entry	Mandatory
Financial Period	2022-09	This value must match the financial period in the system	Mandatory
Currency ID	USD or EU	This value must match the currency ID in the system and can be left blank if it’s local currency	Optional
PO Number	444	Free format	Optional
Invoice Amount	3333	Free format number	Mandatory
Tax Amount	30	Free format number	Optional
Paid Amount	3030	Free format number	Optional
Paid Date	2/22/2022	Free entry of date	Optional
Advertising Product ID	AST	This value must match the Product ID in the system for a publication or digital product. This allows the invoice to be connected to an advertising product/ publication/ website for reporting purposes. Populating this field allows you to filter aging reports by product group. The aging report product group is the primary group entered on the product in the Product Setup screen.	Optional
Salesrep ID	SH	This value must match the Salesrep ID in the system	Optional
Invoice Description	Misc. order payment for last order	Free format alphanumeric	Optional
Due Date	08/31/2022	Date format MM/DD/YYYY of when the invoice is due to be paid.	Optional
Product ID	ART	This value must match the product ID in the system. The product field refers to a valid Misc. Product setup in the AR system. The product will be used to determine the GL codes on the imported.	Mandatory
Description	Invoice for art work received	Free format alphanumeric	Optional
QTY	24	Free quantity number entry	Mandatory
Unit Price	3000	Free number entry of unit price	Mandatory
Line Amount	3000	Free amount entry for this one line on this invoice	Mandatory
Tax Code	20	This value must match the tax code ID in the system tax setup table	Optional
Line Tax Amount	30	Free tax amount entry for this line on the invoice. If the tax code has a built in First Tax to Apply, then the system will calculate both taxes and display the GL codes for them on the invoice page.	Optional
Advertiser ID	244535	Advertiser ID in the Naviga system which is connected to the Client ID which is the agency placing the order for this advertiser. The imported invoice displays on the Open Invoice section of the Agency Overview screen displaying the Advertiser ID.	Optional Only used when the Client ID is the Agency Naviga or Legacy ID.

Note that:

• Total of Line Amount (column S) of all products for the invoice should match Invoice Amount (column G).

• Total of Line Tax Amount (column U) of all products for the invoice should match Tax Amount (column G) - tax amounts are not included in Invoice Amount (column G).

• When Importing Invoices under the Import Open A/R Invoices for Miscellaneous Invoicing and choose "Auto Assign Invoice ID If Not Provided" as one of the criteria, and you’d like the system to read the data within the import template in such a way that it can consolidate multiple rows onto one invoice for a given Customer, instead of creating one invoice per row, the following steps should be followed:

  • The spreadsheet must have the total amount on at least the first invoice that in the list. And,

  • The total tax must be on the first line of the matching invoices.

  • The sum of the line amounts for the products listed against the invoice must match that from the invoice, and the total tax must match the invoice total tax.

List of Imported Invoices

Click this node to view the invoices you imported by choosing the Import ID from the drop-down menu. Click the Invoice hyperlink to view the invoice details including the GL codes.