AP Bill Conversion - Converting Customer Refunds to AP Bills

If you are upgrading from an earlier release of STORIS, use the Import Data routine together with the AP Bills - Customer Refunds worksheet on the Conversion spreadsheet to import customer refund data into STORIS.  At this time, the only AP bill type supported by this spreadsheet is Customer Refund.  When successfully imported, the system creates a customer refund AP bill and generates the appropriate GL hits.

STORIS provides an Excel® worksheet in which you enter your refund data. Be sure you have the latest version. To download a copy of the latest document, click here to access the STORIS secure web site.  The screen prompts you to enter the User ID and Password you established when you registered for access to the Customer Service web site. After logging in, go to the Downloads page and click on the link for the Conversion Spreadsheet you need. (The Conversion Spreadsheet contains a worksheet named AP Bills - Customer Refunds.) Save the file to your PC.  

Enter the data into the AP Bills worksheet. When complete, save the file as a tab-delimited .txt file. Then use the Import Data routine to import the data into STORIS.  

 When entering data in your spreadsheet, you must specify the following for each refund AP bill:

    - a vendor.  For customer refunds, you normally use the RFND vendor.  However, you may want to distinguish the customer refunds you import from the refunds your enter normally in STORIS.  We recommend you create an alternate refund vendor, for example RFND2, to use for this purpose.

    - a customer.  The import program rejects refund AP bills with no customer.  We recommend you create a customer you can use for importing AP bills with no customer.  

GL Postings

The General Ledger Assigned Account Settings routine includes the Customer Refunds Payable field, in which you can specify a GL account for customer refunds.  When importing refund AP bills, you can specify this account on the spreadsheet.  Note that when importing AP bills, if you do not specify a GL account for one or more bills on the spreadsheet, the system uses the Accounts Receivable GL account for those bills.  

GL Source

For each customer refund transaction you import into STORIS, the system assigns the GL source APIR (Accounts Payable Import - Refund) to the transaction.

Error Report

The program generates an error report each time you run the conversion process. As the system processes each record in the data file, it marks them as one of the following:

• converted - the record was successfully added to the STORIS database.

• error - the record was not converted to the STORIS database, a brief explanation appears.

• warning - the record was converted to the STORIS database, but with conditions. A brief explanation appears. Check the record in STORIS for integrity.

Important! If errors occur when you run the Import Data process to convert refund AP Bills, you can run the process again for the items that were rejected the first time. HOWEVER, you must edit the spreadsheet and remove any data that has already been accepted and loaded into STORIS. When re-running the process, your spreadsheet should only contain data that was rejected, and/or any new data. Otherwise, duplicate AP Bills are created on the STORIS system and are not easily corrected.

Success Report

Each time you run the Import Data process using the AP Bills Conversion Spreadsheet, the program automatically generates the Report Payables Activity report, listing dollar totals for all refunds successfully converted.