Hi Kay,

Is the desired process to include a credit card number and payment to existing invoices in a batch, prior to printing and posting? Essentially an 'import' method of updating existing batches with new information? So that the invoices are all entered/generated without payments and then later on the CC payments can be added en masse where applicable?

Certainly the standard way of importing transactions does not allow updating existing batches but only creating new batches. It would take some sort of customized process to match up payments to existing invoices after the fact, either to a batch or to the Historical invoice (after posting).

I don't know enough about the PAD processing (which is not standard) to comment, so I will leave that to others.

PAD processing was written on a custom basis for a client. I believe the process for credit cards would be simlar, but your budget should be between $5,000 to $10,000 depending on the file a processing complexity of your credit card processor.

You can record the cc in an archive batch and I believe the information is preserved when the batch is restored. Perhaps GridView or Crystal pointed at the batch can produce the file your cc clearing company requires.

Thanks for the consideration. After developing an explanation all I need is a standard import for AI. As AI matures we may get that facility.

Thank you. Closing this issue for now.

Just before you close the issue...

What would you be importing and how would the information be matched if not by invoice number?

We would want to match on Invoice number and provide a check number in text format because our format is "CC xxxxxx" which shows a CC company abreviation and authorization code (alpha-numeric). This information is provided in Excel format (2-fields only).

No verification on amount would be required because we provide the amount to the batch transaction process with the CC processor. We run a Crystal report to generate a batch transaction file for the CC processor.

Sorry, I think I answered the question in reverse order. CC processing is an external process to Adagio because we may use more than 1 servicing agent that is why an import works the best for us.

Thanks,

You can do this now as long as you can get the invoice amount and customer in the Excel sheet.

One way of doing that would be to use GridView to export the current transactions (or a SmartFinder view into the documents if you're running AR 9.0A) and export the invoice number, customer number and current amount to Excel. Then use the Excel =VLOOKUP() function to locate the row for the invoice number and retrieve the customer and amount to place in the Excel sheet you want to import as a cash batch.

I agree it's a bunch of steps, but it's free and available now. Why not come to the AOC and find out how?

Unless I am totally misunderstanding what you are outlining, the process you are proposing is in AR. Our process has to be done in AI before the invoices are emailed.

We have a mixture of paid and unpaid invoices in an archived/active batch that we are preparing to send to customers. It is the intermediate step of the process that we are trying to solve where we match offline CC payments and insert the payment information (1 field - up to 12 characters of text) into the matching invoice - that's it - period.

I don't know Gridview but have a gut feel that it can do the process.

Thanks

Hello Kay:

I think it will make things clearer to separate the 2 processes you are looking for.

1) Creating the file to send to the CC processor:
GridView could be used to extract the information. An Excel macro could be used to manipulate the data and to create a file in the format expected by the CC processor. However it seems as if you have a Crystal report that is taking care of this for you so I won't go into it any further.

2) Importing CC "Paid" information back into Adagio Invoices:
I don't see how to truly import the "Paid" information. However it would be possible to do the following:
i) Export the batch (likely required for 1st process anyway)
ii) Modify a Comment field in the Excel file to indicate Authorization number
iii) Import the Batch (and delete the original batch)
iv) Print the Invoices displaying the "Paid by Credit Card" field
v) Create a cash batch that can be imported into AR (macro would help here)

Admittedly this isn't as good recording a true recept into the Invoice. If it's not aceptable, you would have to watch for changes to the Adagio Invoices Import process.

You don't need the Import process to "add" Payment information to an existing batch. Currently the Import process does not have the flexibility to import any Payment information at all. But when those fields are added to the process, you can load that information into the Excel file and import the entire batch, then delete the original batch.