Import Billing Records

Reference Guide Accounting Accounts Receivable Member Billing Billing Manager MANAGE BILLING RECORDS Import Billing Records

This feature has many practical applications; it can be quicker and easier to create a simple 3 column spread sheet for charges than to create a Billing Record using the Billing Manager. An example is a charge file which is created by the Buz Event Registration System and which can be imported and posted using the Billing Manager.

Import File Structure

The billing import file contains 3 columns and as many rows as required. A header row is optional.

The file structure is as follows.

Column	Field	Comments
A	Club ID	The Club ID is the member account number
B	Inventory ID	This the inventory id assigned to the inventory item to be charged to the member. The value for the inventory id can be found in the Inventory Manager
C	Charge Amount	This values can be positive or negative and contain up to two decimal places. Negative values are preceded with a minus sign. No currency signs or commas should be included.

Import Billing Records

To import a billing file, launch the Billing Manager from the Outlook Bar, then click on the Import Billing Records button on the Action Bar.

Import File Path. Select the file which contains the Billing Records by clicking on the button to the right of the field using the standard Windows dialogue box.
Skip First Line. If the import file has a header row, check off this box, otherwise leave it blank.
Profile. Select the Point of Sale profile associated with the Billing File.
Billing Date. Select the date that the Billing Records are to be charged.

Once the file is loaded, all records should be in a black font and the check box beside each row should be selected. If the system detects an error in a billing record, the line will appear in a red font and the check box will be disabled.

Fixing Errors

Errors can be fixed by clicking on the line item which you want to correct and then selecting the Edit button at the bottom of the form. The Billing Record Editor will load:

Correct either the member to be charged or the inventory item to be charged by clicking on the button to the right of the applicable field. Once the record has been corrected click Save. If the correction was successful, the record will appear in black and the check box will be enabled.

Last click: Import. All of the Billing Records will disappear when they have been successfully imported.

Click Close to exit.