Overview
Cumulus limits users to approving up to 1000 invoices at a time. This limitation is not practical for service providers with tens of thousands of customers (and higher). This feature provides an easy and fast way to approve invoices, overcoming the limitations of Cumulus.
Licensing
This feature is available to subscribers of the following:
- Emersion Core
- Optional Modules
- Upon Request (please contact your Account Manager)
Import Result Notification
This feature utilises the Bulk upload processing notification event (event type 963) to send a notification to the user containing the results of the import attempt.
- If the import is successful, the email notification will advise you when the import process is complete.
- If the import is not successful, the email notification will send details of the records that failed validation and why.
An event template must be created and the event must be enabled before the import tool can be used.
Preparing The Data for Import
To prepare your data for import, you will need to create a CSV import file or you can download the import file below. You will need to extract the csv file and save it.
A hard limit of 20,000 rows is supported via this tool, including the header row.
If you need to import more than this, create multiple import files and process them one-by-one.
Importing The Data
To access the import tool:
Admin > Bulk Import > Invoice Approval Import
- Click the Browse button and select the csv file containing the data you want to import.
- If you want the bulk upload processing notification email to be sent to a different email address than the address defined in the event template, tick the Override? checkbox and enter an alternative email address. This will only apply for this upload. To change the email address for all future imports, you will need to change the recipient defined in the event template.
- Press Submit
- The system will validate the data and if no errors are found, the system will import the data. When the notification email is received, the process has been completed.
Validating the Import
Bulk Import Validation
The system will parse the data for invalid formatting only. It cannot check for data accuracy. It is strongly recommended that you check the imported data to ensure that the import was accurately imported. To do this, divide your import records into groups of 20. Check a single record in each group. If an error is found, check each previous record for the group until you find the one that was imported incorrectly.
If you find an problem, you cannot roll back the import. You have two options should this occur:
- Manually correct the data.
- Request Emersion fix the errors for you.
Any request to correct imported data must be submitted via a ticket. Emersion will provide an estimate of the work and a quote. The quote must be approved and paid in advance before any restorative work commences.
Data Definition
This section contains a list of the required fields and a definition of what the system considers as valid inputs.
| Data field | Description | Mandatory? |
|---|---|---|
| INVOICE_ID | The id of the invoice to be approved. | Yes |
| ISSUE_DATE | Can be up to 180 days in the past. Must be in the date format DD/MM/YYYY | Yes |
| DUE_DATE | The invoice due date. This date cannot be in the past and can not be before the issue date. This must be in the date format DD/MM/YYYY. | Yes |
| APPROVE_DO_NOT_SEND | Flag to indicate that invoice should be approved, but not sent. Valid values are 1, yes, on, and true and 0, no, false, and off (if true, on, false or off are specified, this is case sensitive) | No |
| HIDE_FROM_PORTAL | Flag to indicate whether the invoice should be hidden in the End User Portal. Valid values are 1, yes, on, and true and 0, false, and off (if true, on, false or off are specified, this is case sensitive) | No |
Viewing Imported Data
After importing data it is important to validate it was imported correctly. Choosing a random records and performing a visual check in Cumulus should reveal any mistakes relatively quickly that would be harder to see in an import sheet.
Customer notes can be found via Customer > Invoices tab or Finance > Accounts Receivable > Invoice List.
Access Control
The following powers are used to govern access to this tool.
- Bulk Invoice Approval