Preparing Files for Upload
ACCESS
Your computer and accounting system (outside of BusinessManager)
To avoid errors and file format failures, be sure to prepare customer and transaction files as required.
General requirements
As files are validated, an error message is displayed if any required fields are empty or contain invalid information.
- Create comma delimited files. Each record within the file should be comma delimited and must end with a carriage return and line feed. It is not necessary to fill the records with spaces or zeroes to make each record the same length, but each record must contain the same number of fields.
- Ensure that fields containing internal commas are surrounded by quotation marks ("). Look closely at Address fields, which may contain internal commas. It is not necessary that ALL fields be enclosed in quotation marks — only those fields that contain internal commas.
- Ensure that all required fields contain data.
- Use the proper file naming convention. Both customer file and transaction file names can be up to eight characters. The first six characters indicate the date the file is generated in a YYMMDD format. The seventh character indicates whether it is a transaction file (t) or a customer file (c). If more than one file is generated in one day, the eighth character is an incremental number.
Customer files
Customer files should contain the following (* = required): *Customer Code, *Customer Name, *Address Line 1, Address Line 2, *City, *State, *Zip, Country, *Phone, Fax, and E-mail. Note: The Customer Code is not case sensitive; it is accepted in either upper case or lower case text.
Example: A customer file is generated on June 7, 2021. The file name is 210607c.csv.
Transaction files
Transaction files should contain the following (* = required): *Date, *Customer Code, *Type, *Document Number, *Amount (no dollar signs or commas), Description, and Payment Term. Transactions cannot be future dated (beyond today's date). Files may contain invoices, credit memos and debit memos; no other transaction types are accepted.
Example: Two transaction files are generated on December 18, 2021. The first file name is 211218t1.csv and the second file name is 211218t2.csv.
Exclusions
Exclude the following types of receivables: Affiliate company receivables, Contra account receivables, CODs, Purchase orders, Foreign address receivables, Future shipped items, Layaways, Employee accounts, and Credit card sales.
