Data Import/Invoice Approval

Approving Invoices in Bulk

By default, Emersion limits users to approving up to 1000 invoices at a time via Cumulus. For service providers with customer numbers in the tens of thousands and higher, this may not be practical. This feature provides an easy and fast way to bulk-approve invoices bypassing Cumulus's usual limitations.

The system utilises the Bulk upload processing notification event to send a notification with the results of the bulk approval attempt. You must set up this event and enable it before you use this tool.

If the bulk approval is successful, the email notification will advise you when the process is complete. If the bulk approval is not successful, the email notification will send details of the records that failed to be approved and why.

Preparing your Data

To bulk-approve invoices, you will need to create a CSV data file or you can download the data file below. You will need to extract the csv file and save it.

File:Xxxxxx

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. If the system finds no errors, the system will import the notes into the system. The file needs to be error-free in order to import the data. In the event errors are found, no data will be imported into Emersion. Review the bulk upload processing notification email, correct the file and try again.

Importing your Data

To access the bulk invoice approval tool:

1. Log into Cumulus.
2. Nav: Admin > Bulk Import > Invoice Approval.
3. Click the Browse button and select the csv file containing the list of invoices you want to approve.
4. 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 or approvals, you will need to change the recipient defined in the event template.
5. Press Submit

The system will validate the data and if no errors are found, the system will approve the invoices. When the notification email is received, the process has been completed.

It is strongly recommended that you check a few random records to ensure that bulk approval process was a success. If you find an problem, you cannot roll back the bulk approval.

You have two options should this occur:

1. Manually correct the data.
2. Request Emersion fix the errors for you. This can be submitted via work order ticket. Please include a new csv data file with the records that need to be corrected. Do not include any records that do not need correcting.

Account and Service Notes Data Definition

This section contains a list of the required fields and a definition of what the system considers as valid data.

The fields that will be used within this import file are; - INVOICE_ID - ISS UE_DATE - DUE_DATE