Statements containing items for payments, cash receipts, and claims, etc. from a van line can be imported directly into MoversSuite. The Import function will open the statement file from the van line and begin processing. The statements from the van line must be contained in a standard text file in the correct format. The statement file formats are listed within the Payment Management Import Statement Formats section. MoversSuite currently supports statement import files from UniGroup, North American, and SIRVA.
Important: Import file from the van line must be accessible to the application server and be in the correct format. It is also recommended that the same folder be used for consistency and ease of troubleshooting; the Import process will create a subfolder titled Processed within the import file location once it has completed processing the file.
The import process will verify existing transactions for orders included in the import and will automatically apply the payments or charges that have been satisfied. Other transactions will be adjusted and applied manually by the user. When all payments and charges are fully applied, the batch can have all necessary accounting transactions created.
The process of importing a statement from a van line is described, in general, below.
Importing a Statement from a Van Line
1. In MoversSuite,
2. Access Payment Management,
Figure 8: Payment Management > Import button
3. Press the Import button and a file Open dialog will appear,
Note: By default, the application will attempt to open a directory titled “Downloads” on the application server.
Figure 9: Microsoft Windows file open dialog
4. Locate the appropriate import file and click Open,
Note: The import process will detect and warn the user if the same file was previously imported.
5. Upon a successful file open, the Statement Import Summary will appear. Use the Statement Import Summary screen to update and make corrections to the imported record. Check the Statement Amount. If the amount is negative then follow the procedure below, otherwise go to Step 6,
Negative balance forward:
If the statement has a negative balance forward (Control Amount) from a previously imported statement, then open the more recent statement import file and remove the negative balance forward entry:
a. Cancel the current import,
b. Press Import,
c. Use the Open dialog to locate the newly imported file,
d. Right-mouse click on the file to view the file access functions,
e. Select Open With… and choose Notepad. This will open the file to be edited in the Notepad application,
f. Remove the entire line containing the journal entry for the balance forward,
g. Save the file with a new name by File > Save As,
h. From the Open screen, select the previous statement file and drag it to the Processed folder,
i. Select the newly saved file and press Open to restart the import process and access the Statement Import Summary screen,
6. Select a Division from the available list, if needed,
7. Enter the Description that will be used to identify the statement batch,
8. Select a Cash/Clearing Account from those defined within Payment Management Posting Accounts,
9. Select a Wire/Journal Date to be referenced for the batch. This date will be used to post all batch transactions with and should match the date that any funds were actually deposited,
10. Within the Problems Encountered During Import section, correct entries in error by:
• Associate an item by using the Associate Order button which evokes the Find command,
• Change the payment code associated to the item by selecting Set Payment Type of either “C” for claim item, “M” for a cash receipt, or “P” for a payment. Refer to the Payment Code Definitions section for details,
• Place a check for the Charge matching Vendor to instruct the application to search transactions linked to the driver’s vendor in addition to those of the associated driver for validation. If this option is unchecked, then only transactions linked to the driver will be validated,
11. When all necessary corrections and adjustments have been made, select Done to finalize the import. When the import has completed, the batch will appear as a line item within the Batch Management grid with a Status of Open, at which point the batch can be further processed (split, detail items applied, etc.).
Figure 10: Sample van line statement in Open status
RELATED TOPICS:
Applying Van Line Statement Items
Payment Management Import Statement Formats
Statement Import Summary