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The Accounts Receivable module offers interfaces to handle a variety of account receivable processes. A crosswalk of the Account Receivable menu and its Classic counterparts is available below as well as steps to import Classic ARF into Redesign.
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The Accounts Receivable menu will not be visible until the Accounts Receivable module has been installed under System>Modules. |
AR Menu Options
| Accounts Receivable Options | USAS Classic Programs | Definition |
|---|---|---|
| AR Ledger Query | EIEIO's BARQ option | Query only grid allowing you to filter existing Accounts Receivable transactions. You can query on Billings, Payments and Receipts |
| Billings | ARF's Billing Option | An invoice created by the district that lists the goods or services provided to the customer. |
| Credits | N/A | Apply existing credits from a customer to an existing invoice for that customer |
| Customers | ARF's Customer Window | Stores Accounts Receivable or USAS-R Vendor customers |
| Ledger Codes | ARF's Ledger Window | Stores Ledger codes to be used when creating billings |
| Payment Locations | ARF's Profile Window | Store various payment locations |
| Payments | ARF's Payment or Payment/Receipt Option | Apply a payment against an existing billing with the option of posting a USAS-R receipt. |
| AR Reports | ARF's ARRPT Report Menu | Template and Canned Account Receivable Reports |
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It is very important for any districts who have already migrated to Redesign, that are still using Classic ARF with the intention of importing their ARF data, to keep their vendors and accounts in sync with Redesign. This means if they create a vendor or an account in Classic to use with ARF, they also need to create the vendor or account in Redesign. |
In order to import Classic ARF data into a district's existing Redesign instance, the ITC will need to perform the following steps:
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SSDT strongly recommends ITCs run a test import of a district's Classic ARF data into a test instance of the district's Redesign data prior to running the live import to ensure the import completed correctly and any necessary corrections have been addressed. Once AR is imported into their live data, it cannot be re-imported without re-importing all of USAS-R. |
- Export from Classic: Use the USAS Classic Export Process to execute the SSWAT Export. It will generate several USAS extraction files however, you will only be using the following files to import into USAS-R.
- ARCUST_XXXXXX.TXT
- ARHEAD_XXXXXX.TXT
- ARITEM_XXXXXX.TXT
- File Transfer the above files to your PC.
- Install the Accounts Receivable module under System>Modules.
- Grant appropriate AR roles to new and/or existing users.
Run Imports in the following Accounts Receivable menu options:
Note The imports must be run in the following order. If an import contains 'failed' records, please do not proceed with the next import until the errors have been reviewed and/or cleaned up.
- AR Customers:
- Under Accounts Receivable>Customer, click on
from the grid. - Click on 'Upload File' to browse for the ARCUST_XXXXXX.TXT and click "Open" or select the file by double-clicking on the file name. Confirm the system brought in the proper file
- Select "Tab" for Delimeter Type
- Click
- Save the output text file (defaults to CustomerImportResult.txt) and review. The top of the file indicates the total number of customer records imported and failed. The failed records will be displayed along with their import error. Once the errors have been reviewed and any necessary corrections made to allow the failed records to be imported, re-run the import using the CustomerImportResult.txt file.
- Under Accounts Receivable>Customer, click on
- AR Billing:
- Under Accounts Receivable>Billings, click on
from the grid. - Select Upload Type:
- SSWAT: to import file created from SSWAT extract
- Import Result File: to import the BillImportResult.txt file created from original import. This file is to be used if there were billing records that failed on the original import.
- Under CSV/TSV Header file, click on 'Upload File' to browse for the ARHEAD_XXXXXX.TXT
- Under CSV/TSV Item file, click on 'Upload File' to browser for the ARITEM_XXXXXX.TXT
- Select 'Tab' for Delimeter Type
- Leave 'Create New Ledger Codes' box checked. This will create new ledger codes that do not already exist in the Redesign.
- Click
- Save the output text file (defaults to BillImportResult.txt) and review. The top of the file indicates the total number of header and item records imported and failed. The failed records will be displayed along with the import error. Once the errors have been reviewed and any necessary corrections made to allow the failed records to be imported, re-run the import using the 'Import Result File' Upload Type and the BillImportResult.txt file and the 'Import Result File' Upload Type.
- Under Accounts Receivable>Billings, click on
- AR Payments
- Under Accounts Receivable>Payments, click on from the grid.
- Select Upload Type:
- SSWAT: to import file created from SSWAT extract
- Import Result File: to import the PaymentImportResult.txt file created from original import. This file is to be used if there were payment records that failed on the original import.
- Under CSV/TSV Header file, click on 'Upload File' to browse for the ARHEAD_XXXXXX.TXT
- Under CSV/TSV Item file, click on 'Upload File' to browser for the ARITEM_XXXXXX.TXT
- Select 'Tab' for Delimeter Type
- Click
- Save the output text file (defaults to PaymentImportResult.txt) and review. The top of the file indicates the total number of header and item records imported and failed. The failed records will be displayed along with the import error. Once the errors have been reviewed and any necessary corrections made to allow the failed records to be imported, re-run the import using the PaymentImportResult.txt file and the 'Import Result File' Upload Type.
- Under Accounts Receivable>Payments, click on
- AR Customers:
- Proceed with running Balancing Reports.
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- 'Error importing Vendor Customer #XXXXXXXXX, data mismatch with Vendor of same number':
- This may indicate there is not an existing USAS-R Vendor in Redesign for that Vendor Customer #. The district may choose to query (EIEIO/BARQ) or run reports (ARTRAN) in Classic against this vendor. If there are no Classic ARF transactions against this customer, the district may ignore the error and the vendor will not be imported in the Redesign. If the district would like the vendor to be added in Redesign, they must create the vendor manually in Core>Vendors. They can then re-run the import using the CustomerImportResult.txt file in order to add the Vendor Customer to the AR Customer grid.
- This may indicate the existing vendor in USAS-R does not match the data that is current in Classic for that same vendor number. The importer is comparing the ARF customer name and address information against USAS-R vendor default PO location name and address information. They must match exactly.
Billing Import
- 'Cannot get property 'name1' on null object': This may indicate the associated customer was not imported. Please query the customer grid for the customer listed on the billing import error.
Payment Import:
- 'Payment #XXXXXXXXXXXX not added, no items were imported': Generally found on the header portion of the PaymentImportResult file or USAS import log. This indicates the payment number contains an empty Payment transaction in Classic for that Billing (highlighted example in screenshot below). Please query the billing in Classic's EIEIO/BARQ and compare to the Redesign transactions in AR Ledger Query. If everything matches, please ignore the empty payment record.
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- Line ####: Billing not found with legacyNumber XXXXXXXXX: May be displayed in both the header and item portion of the PaymentImportResults file or USAS import log. This may indicate the billings tied to these payment were not imported due to a future year billing date. We have an existing issue (USASR-4458) to update the import log to generate an error when future year billings on the SSWAT extract file do not import. Since the billing did not import, the associated payment did not import either so both the billing and payment portions of the transactions did not import. If these transactions are extremely old and the district does not want them migrated to the Redesign, nothing more needs to be done. However, when running balancing reports, you may be off the amounts of these transactions due to them being in Classic but not in the Redesign.
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