OPEN Invoice Load equivalent for Payments?

Kinetic ERP
1

I wanted to see if Epicor has an equivalent of the AP Open Invoice Load for loading payments.

Thanks
Tim

2

Hey Tim,

Before I go into details that won’t be helpful: Are you saying you want to load historical vendor payment data?

Kevin

3

Hi Kevin,

Thanks for the note. I want to be able to load current payment batches, header and line level, rather than enter one at a time.

Tim

4

Hey Tim,

Got it.

When we were implementing, we didn’t find a built in menu to load payment batches and our consultant didn’t tell us that such a tool existed when we asked about it.

We ended up using DMT. I’m not sure if you have that licensed or not, but it was pretty straightforward when I used it.

5

Hi Kevin,

Thanks! We have DMT, but concerned we will update tables and not be able to review prior to posting. Did you have any audit issues?

Tim

6

Great! We did not have any issues.
It was a few years ago, but I don’t think you can even post using DMT. I think, itputs all the payments in whatever group you specify and then someone has to log in and post the group.

I’m looking at my old files and it looks like you have to do 2 uploads actually. One for Check Head and a separate for the Detail (either Invoice or Misc depending on what you are paying).

If I’m remembering correctly there was also an extra annoying step between them. The detail transactions have a required field “HeadNum” which is a system generated number. So I think we had to load the headers with DMT, extract the HeadNums for what was loaded, use Index/Match to put the HeadNums in the detail file, then upload the detail file.

I’d definitely suggest trying this all in your Pilot database until you perfect the process.

1 Like
7

Hi Kevin,

Thank you so much for reaching out, this makes sense, but appreciate annoying! Pilot for sure!!

Tim

8

Hi Kevin,
We have started to build the DMT Templates (Pete Lawson!) and we are thinking three templates 1) Payment Group 2) AP Payment Header Load and 3) AP Payment Invoice Detail. You had mentioned only two templates.

If you have a minute, appreciate any feedback.
Thanks
Tim

9

Hey Tim,
Sorry I missed the email when you replied.

3 templates makes sense. We only had to do the upload once as part of go-live conversion, so I just created the Payment Group in Epicor manually and used DMT after that.

If you wanted to do everything through DMT, then you would need the third template.

Kevin

10

Hi Kevin,

No worries at all and appreciate the note. Please let me know if you can give me a little information on how you extracted the system generated “HeadNum” from the initial header load that is used to link the other templates.

Thanks again,

Tim

11

Sure thing. I used a BAQ to extract the HeadNum field after uploading the payment header file.

  1. Create the payment group in Epicor (or upload from DMT in your case).
  2. Upload the Payment Header file.
  3. Use a BAQ to pull the payment header records from your group. My payment group was always “CONV” since I was doing data conversions, so the BAQ had a filter hardcoded to that group ID and it extracted the VendorID and HeadNum fields.
  4. Use index/match or vlookup in Excel to pull the HeadNum field into the payment invoice detail file using VendorID. I don’t think VendorID is a required field in the detail file, but I needed a common data column in both files so I could match in the HeadNum.
  5. Upload the payment invoice detail file.
  6. Print edit list and post.

Let me know if that doesn’t work for you!

12

Hi Kevin,

We are having troubles using DMT to upload payment entries to EPICOR.

Do you have any guideline about using BAQ to pull payment header records from the system.

Highly appreciate your reply.
Many thanks!

13

Query CheckHed and filter by the group id, let me know if you still get errors.

2 Likes
14

In my case, after I’ve uploaded the Head data I run a PowerShell script to do a REST call to a BAQ to get the HeadNum field.
This is my BAQ:

select 
	[CheckHed].[HeadNum] as [CheckHed_HeadNum]
from Erp.CheckHed as CheckHed
inner join Erp.Vendor as Vendor on 
	CheckHed.Company = Vendor.Company
	and CheckHed.VendorNum = Vendor.VendorNum
	and ( Vendor.VendorID = @VendorID  )

where (CheckHed.GroupID = @GroupID)
1 Like
15

I have been able to upload payments to EPICOR. Thank you so much @glopez @Jonathan

16

I have been able to upload payment entries using DMT. However, for pre-payment ( with no invoice), I am trying to use Misc template but it doesn’t work.
@Jonathan @glopez have you ever used Misc to upload payment to EPICOR. Please let me know if it can work.

17

I haven’t used that template before, sorry.