Upload Invoice Payment

The invoice payment upload feature allows you to easily record and manage payments made towards the invoices. With this, you can efficiently upload payment information into the system, ensuring accurate tracking and reconciliation of your financial transactions. Whether you're paying by check, cash, or any other method, the Upload Invoice Payment feature simplifies the process by providing essential payment details such as payment date, method, amount, and invoice number.

To batch import invoice payments, follow the steps mentioned below:

• Download the latest CSV template.

• Copy the payment information into the template.

• Upload the template.

Downloading the CSV template

• Go to the "Batch Upload Invoice Payment" module using the search menu.

• Click on the "Download Template" option.

  

Copying the information into the template

Once you’ve downloaded the template file, you can copy your data using any spreadsheet software. There are columns that you must complete and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.

Below are some points to be noted when entering the data into the template.

• The file must be a CSV (comma-separated values) file. The name of your file must end with.csv.

• Make sure you don’t change any column headings from row 1 in the template; these are needed for the file to import correctly.

• All date fields will accept the MM-DD-YYYY format.

If you’re importing more than 5,000 records, we recommend you split the file.

Upload Invoice Payment Template Fields

Column	Data Type	Description
**InvoicePaymentIdentifier	Text	This field represents a unique identifier for each invoice payment transaction. It serves as a reference to track and distinguish individual payments.
**PaymentDate	Date	Enter the payment date here.
**PaymentMethod	Text	Enter the method used for making the payment here, such as credit card, wire, cash, etc.
**DepositAccount	Text	Enter the account to which the payment is deposited or credited.
RefNo	Text	Enter the reference number for the invoice payment. This acts as a unique identifier for the invoice payment and helps to easily find the payment in the system.
ChequeNo	Text	If the payment method is "Cheque", enter the cheque number here.
Memo	Text	This field allows you to add additional information related to the invoice payment.
DiscountAmount	Numeric	If there's any discount applied to the payment, this field allows you to enter the discount amount. It helps track any deductions or adjustments made to the payment amount.
DiscountAccount	Text	This field allows you to specify the account where the discount amount is recorded or allocated. It identifies the ledger or account associated with the discount applied to the payment.
**Amount	Numeric	Enter the invoice amount in decimal format (example: 3245.12).
**InvoiceNumber	Text	Enter the invoice number to which the payment is applied. It establishes a link between the payment and the corresponding invoice for accurate reconciliation.
ImportError	Text	If there are any errors from an upload, they will be listed in this column.

Uploading the template

Once you have filled the CSV file with your data, you can follow the steps below to upload it into Xoro:

• Click Browse to select the saved CSV template file.

  
• After the file has been selected, click Upload to start importing.

  
• While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.

• After the import has been completed, the result will be displayed with a message for success or error (if any).

  
• Addresses will only get uploaded into the system if there are no errors in the file. If there are errors in the file, you can download the error file, fix the errors in the original file, and upload it back into Xoro.