Data Import/Opening Balances
Opening Balances Import
This import is used to set the opening balance of end-user accounts. It is most often used after a migration of customers has occurred from a source system to Emersion. Once the customers are present, this tool will update the current balance of an account ready for the next bill run to generate new invoices.
The tool also supports storing a history of account balances, for example, the last 6 months worth of invoice data. This is done through the ORIGINAL_INVOICE_ID, INVOICE_START and INVOICE_END fields in the import.
Preparing your Data
To update the opening balances of the accounts, you will need to create a CSV data file or you can download the data file below.
media: opening-balance-import-template.csv
Enter the data into the import sheet. Leave no rows blank. You must ensure the data meets all validation requirements. These are contained in the data definition table below. When you submit the data file for import, the system will parse the file looking for errors. As this is currently a back-end only import, Emersion staff will inform you of any errors that may require correcting.
Opening Balance Import Data Definition
| Data field | Description |
| ACCOUNT_ID | The id of the account. Must belong to you. |
| CARDLINE_AMOUNT_EXTAX | Must be a numeric figure and cannot be empty. Can be a negative (indicated by a - sign). See notes below. |
| CARDLINE_AMOUNT_TAX | Must be a numeric figure and cannot be empty. Can be a negative (indicated by a - sign). See notes below. |
| BALANCE_DUE_EXTAX | The ex tax component of the total balance of this particular invoice. Cannot be less than zero or empty. See notes below. |
| BALANCE_DUE_TAX | The tax component of the total balance of this particular invoice. Cannot be less than zero or empty. See notes below. |
| CARDLINE_DESCRIPTION | Write a description for the cardline that will appear on the invoice. 255 characters max. |
| INVOICE_ISSUE_DATE | The date the invoice was/will be issued. Date Format: DD/MM/YYYY. |
| INVOICE_DUE_DATE | The invoice due date. This date cannot be in the past and can not be before the issue date. Date Format: DD/MM/YYYY. |
| ORIGINAL_INVOICE_ID | The original invoice ID, if applicable. 50 characters max. |
| INVOICE_START | The original invoice start date. Date Format: DD/MM/YYYY. |
| INVOICE_END | The original invoice start date. Date Format: DD/MM/YYYY. |
Notes:
- Maximum 500 lines in CSV file
- Account cannot have an existing pending invoice
- Cardline Ex Tax and Cardline Tax amounts must be either both less than zero or both greater than zero (ie. Ex Tax = 1.82, Tax = -0.18 would be invalid combination.)
- (Balance Ex Tax + Balance Tax) cannot be greater than (Cardline Amount + Cardline Amount Ex Tax).
The only exception being where (Cardline Ex Tax + Cardline Tax) is less than zero; under which the only valid scenario is to set the Balance Due (both tax and ex tax) to zero) - Invoice Start cannot be greater than Invoice End
