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Account Balance - Importing Account Ledger Data

Arne
Updated

Overview

The Import Account Ledger feature allows Admins to manually update Buyer account balances when integration with an external system is unavailable. This guide explains how to use the feature, validate imported data, and resolve common issues.

Enabling the Import Feature

Before using the Import Account Ledger feature, ensure it is enabled. Contact PhoneX Client Success to enable this feature.

  1. Configure the Customer # column to be mapped to either:

    • PhoneX Customer #

    • Customer Account #

  2. Define Doc Type codes and labels:

    • Debits: Invoice (e.g., INV → "Invoice")

    • Credits: Payment (e.g., PMT → "Payment"), RMA Credit (RMA), Credit Note (CRN)

Importing the Account Ledger

  1. Go to the Customers List:

    • Click Import Account Ledger.

  2. Download the Template:

    • A message will prompt you to use the provided template.

    • Click [Download Template] to ensure correct formatting.

  3. Prepare Your Data:

    • Fill in the template with the latest balance information.

    • Ensure all required columns are included:

      • Customer #, Doc #, Doc Type, Date, Original Amount, Balance Owed, Doc Status

  4. Upload Your File:

    • Click Import Account Ledger.

    • Select the .XLSX file to upload.

    • Click Import to proceed.

Validation Process

The system will validate the file before applying changes:

  • Errors (must be fixed to proceed):

    • Invalid file type (only .XLSX supported)

    • Missing required columns

    • Customer # not found

    • Doc # missing or duplicated

    • Doc Type or Doc Status not recognized

    • Date, Original Amount, or Balance Owed invalid

  • Warnings (optional to fix):

    • Doc # exists but no changes found

  • Changes:

    • New Documents

    • Updated Documents

Reviewing and Saving Changes

  1. Cancel Changes:

    • Click Cancel Changes to return to the Customer List without saving.

  2. Save Changes:

    • If all errors are resolved, click Save Changes.

    • A success message will confirm: "Account Ledger Updated".

Troubleshooting

  • If an error message appears, correct the data and re-upload the file.

  • Ensure column headers match the template exactly.

  • If Doc Type or Doc Status is unrecognized, verify that only "OPEN", "CLOSED", or "PENDING" are used.

For additional support, contact the PhoneX Client Success team.

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