Upload Outgoing Payments

An outgoing payment is any payment that is going toward a vendor, customer, or third party and is distinct from settling a bill or invoice. An outgoing payment is made when you want to make any payment right away. You can import the outgoing payments in bulk using the steps mentioned below:

• Download the latest CSV template from the “Upload Outgoing Payments” module.

• Copy Outgoing Payment(s) information into the CSV template.

• Upload the CSV template into Xoro.

Downloading the CSV template

• Go to the Upload Outgoing Payments module using the search menu.

• Click on the “Download Template“.

  

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 of the column headings from row 1 in the template as these are needed for the file to import correctly.

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

• Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.

• Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

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

Upload Outgoing Payment Template Fields

Column Name	Data Type	Description
**ThirdPartyRefNo	Text	This field allows you to enter a unique payment number representing single bank transaction.
ThirdPartySource	Text	This field allows you to enter a keyword to identify the source of the payment.
**TxnDate	Date	Specify the transaction date of the outgoing payment.
**EntityName	Text	Enter the payee name (Customer, Vendor or Store) for the payment line.
EntityNameDisplay	Text	Enter a display name for the payee.
**EntityTypeName	Text	Select the type of entity to associate with this outgoing payment (Customer, Vendor or Store).
**PaymentAccountName	Text	This account will get credited for the outgoing payment. Click to automatically calculate this value.
**PaymentMethodName	Text	Enter the payment method for the transaction (Cash, Cheque, Visa, MasterCard, etc.).
ChequeNo	Text	This field applies if the payment method is a cheque. Enter the cheque number to associate with this outgoing payment.
Memo	Text	If required, enter any notes or additional information for the outgoing payment.
RefNo	Text	This field allows you to assign a unique reference number or identifier to the outgoing payment for easy tracking and reference purposes.
ExchangeRate	Numeric	In case of foreign transactions, this field allows you to specify the conversion rate for currency exchange.
EntityFirstName	Text	Enter the entity is "Customer" or "Vendor", enter the first name of the entity here.
EntityLastName	Text	Enter the entity is "Customer" or "Vendor", enter the last name of the entity here.
EntityAddr	Text	Enter the address details of the entity.
EntityAddr2	Text	This is an additional field for the address of the entity, in case the address is long.
EntityCity	Text	Enter the city associated with the entity.
EntityState	Text	Enter the state associated with the entity.
EntityCountry	Text	Enter the country associated with the entity.
EntityZipPostalCode	Text	Enter the zip code associated with the entity.
EntityPhone	Numeric	Enter the phone number associated with the entity.
EntityEmail	Text	Enter the email associated with the entity.
ToBePrinted	Text	Enter "Y" if you want to add the cheque to the Print queue to print later. The cheque number will be automatically generated by the system - it is incremented from the previous cheque number stored in the system.
StoreName	Text	If required, enter a store to associate with the payment line.
**ExpenseAccountName	Text	Select an expense account for the payment line.
ExpenseMemo	Text	If required, enter a memo for the payment line.
**Amount	Numeric	Enter the amount associated with the payment line.
CustomerJobName	Text	If the payment is linked to a customer entity that has a child customer, this field allows you tot enter the child customer name associated with the primary customer.
TaxItemCode1	Text	Enter the code for the first tax item (if applicable).
TaxItemValue1	Text	Enter the value of the first tax item.
TaxItemCode2	Text	Enter the code for the second tax item (if applicable).
TaxItemValue2	Text	Enter the value of the second tax item.
TaxItemCode3	Text	Enter the code for the third tax item (if applicable).
TaxItemValue3	Text	Enter the value of the third tax item.
TaxItemCode4	Text	Enter the code for the fourth tax item (if applicable).
TaxItemValue4	Text	Enter the value of the fourth tax item.
IgnoreLine	Text	This field allows you to skip a payment line during upload (if needed). Enter "Y" to ignore the line.
ProjectClassName	Text	Enter the project/class to associate with this outgoing payment.
ImportError	Text	If there are any errors from an upload, they will be listed in this column.

Uploading the template

Once you have filled out 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 on 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 the message for success or error (if any).

  
• Outgoing Payments 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.