The import of receivable data is essential in My DSO Manager
and should be performed frequently in order to have the situation of customers accounts up to date in the application.
It is possible to send a daily file on our server to be automatically integrated. See how to import data automatically?
How to import my data?
First step, make an extraction of your receivable from your accounting tool in Excel
. For the first upload, it should include all open items
of your accounts receivable, ie all invoices, credit notes, unallocated payments, various operations, items in transit, that are not yet cleared. Save this file in .csv, .txt or .xls format.
For next upload you can either import all open items
or perform partial upload (not all open items
). Go to third step below for more information.
The first time you make the importation (or later if desired), it is also possible to add to your file cleared items that have already been paid over a certain period, for example the last 6 months. This allows My DSO Manager
to have a history to calculate indicators such as the DSO
. For these items, the « Payment date
» must be completed and contain the date on which each item was cleared.
Second step, go to our import module Smart Upload
in the settings / Import / Export your data
Select the file by clicking the button provided for this purpose and select « Items ». Then click the « Submit » button.
Third step, match the information in your file with fields of My DSO Manager.
You have two import options with the question "Clear automatically items?"
- « STOCK » mode : if you answer yes, it is necessary at each upload to import all open items (eg invoices issued but not paid and cleared yet). If an invoice is sent one day D but it is no longer present in the next file imported on D + xx My DSO Manager will consider it as being paid and will clear it in the system.
- « DELTA » mode : if you answer no, you can do partial imports (not including all open items) without My DSO Manager automatically clear missing items. You can clear items either by clearing them manually in the statement of the customer sheet or by integrating in your import files items paid and closed since the last import with the field 'Date payment' filled with the date of settlement of the item.
Your file must contain at least the following information:
- item number
The item number shall be unique by civil year. If this is not the case, you need to import another field that is the unique identifier for an item. This field has to be associated to My DSO Manager's field « Unique item identifier ».
This information is the key that enable to link customers accounts and receivable.
- customer code
- issue date
- due date
- initial amount inc. Tax
If your file contains a debit and a credit column (ledger type), this format is also supported with Credit amount and Debit amount fields.
- item type
If your file does not contain item types, items will be imported with the following rule: debit amount = invoice, credit amount = payment received.
It is necessary to associate the item types of your accounting system with those of My DSO Manager
. There are 6 items types in My DSO Manager
(you do not necessarily have to use them all) :
- FAC : invoices. Debit items
- AVO : credit notes. Credit items
- RGL : unallocated payments. Credit items
- ODI : miscellaneous operations(OD). Debit or credit items
- TRT : items in transit (drafts, bill of exchange). Debit items
- DPA : payment requests. These are memorandum items without accounting value. Debit items
If some items are inconsistent, for example, a invoice with a credit amount (-), they are anyway imported properly. A warning message appears in the history of imports.
Go down the import page and click "Don't forget to associate your items types with those of My DSO Manager
in order they are imported correctly" to associate your item types to those of My DSO Manager
If the association of items types is not made, My DSO Manager considers debit amount as invoices and credit amounts as payments.
This setting is to be done only once. For you next import it will be automatically applied and you will have no setup to perform.
Finally, click the « Import » button to proceed with the import of your accounting documents.
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