TransPost Help

Customer Payments

The Customer Payments import type imports Customer Payment transactions. The fields correspond to fields on the AccountRight Receive Payment form.

There are groups of fields dealing with:

Customer Identification
Payment Details
Allocation Line Fields

The essential data is:

Payment Account
Identification of the Customer, either directly or via a suitably identified Sale
Either total payment or individual payment allocation amounts for all of the detail lines

The grey fields are only shown when the All fields radio button is selected. They are all optional and less often used.

ReceiptNumber

Receipt number or ID No. used to identify the payment. If omitted MYOB will generate one.

ReceiptDate

Receipt date. If omitted defaults to the current date.

This will be interpreted based on your regional date format, i.e. in Australia, NZ something like d/m/yy or dd-mm-yyyy or similar. Time if present will be ignored. Texts Yesterday or Today or Tomorrow will be interpreted appropriately which can be handy as a default.

DepositAccount

Deposit to Account, i.e. the account code for the bank account in MYOB.

UseUndepositedFunds

Use Undeposited Funds - Select by inputting or setting default X, Y 1 or -1 to post the payment to Undeposited Funds.

Action

Single character code indicating what action is to be applied. The only action code applicable to Spend Money transactions is D to delete.

When deleting, the PaymentNumber (transaction or cheque number) and/or Payment Date and Card details are required to uniquely identify the payment to delete. other details are ignored.

Customer Identification

The Customer may be identified using the following fields but if they are not available and the (first) line identifies a specific Sale the it will be assumed that the Customer being paid is the Customer for that Sale.

CardID: If the requisite cards have CardIDs this is recommended as the reliable way of identifying the correct card. If supplied this will be used and other card identification fields will be ignored.
CoLastName: If a CardID is not available then cards may be identified by name. If the data contains both company names and personal last names, in different columns you should use the CompanyName and LastName fields instead. Even when the card name is in the same column you can map it to both CompanyName and LastName.
CompanyName: Name of the card if not an individual. Use this instead of CoLastName if card organisation names and personal last names are in different input columns.
LastName: Last name of the card if an individual. Use this instead of CoLastName if card organisation names and personal last names are in different input columns.
FirstName: If the card is an individual their first name is also required to identify them.
ABN: ABN may be used to identify a specific card where there is more than one with the same name.
Email: Used to disambiguate by matching against Email associated with any of the addresses. This is a particularly useful identifier as it is unique and generally defined consistently.
Phone: May be used to discriminate between cards of the same name. Matched with phone numbers associated with any of the addresses associated with the card.
City: May be used to discriminate between cards of the same name.
State: May be used to discriminate between cards of the same name.
PostCode: May be used to discriminate between cards of the same name.
Country: May be used to discriminate between cards of the same name.

CurrencyCode

The currency code of the currency in which the payment is made. If supplied and not local (Local is AUD for Australian users or NZD for New Zealand) then the payment will be processed as a foreign currency payment and may only be applied to sales in that currency.

TotalAmount

Amount - Total payment, optional. If omitted defaults to the total of the Amounts (AmountApplied) for each line.

If AmountApplied not specified in line details then the total will be applied up to the outstanding amount for each open bill matching the search conditions until the total is allocated. Any surplus will be applied to the last Sale identified.

If AmountApplied supplied on all lines this will be used to verify that those amounts add up correctly.

PaymentMethod

Payment Method. If supplied should be a valid payment method in MYOB.

Memo

Memo. This will default to "Name of Customer for Sale Number" for payments for a single Sale or "Payment; "Name of Customer" for payments applied to more than one Sale.

Memo2, Memo3, Memo4, Memo5

These will be concatenated with Memo. They are provided so that Memo can be constucted from multiple input fields.

Payment Allocation Line Details

These lines identify the Sales to which the payment is to be applied. If a TotalAmount is specified and Customer has been identified they need not identify specific Sales. Sales matching the criteria are worked through in date order and amounts allocated from the total until the total has been accounted for.

In the Mapping Details form, Line Details are highlighted to distinguish them from other Pay Bills data fields that can only have a single value per transaction.

InvoiceNumber: Invoice No. to which some or all of the payment is to be applied. Optional because other data may be used to identify one or more Sales
CustomersNumber: Customers Number is an alternative way to identify the Bills to be paid. If more that one Bill has the same Customers Number the amount will be allocated starting with the oldest bill.
InvoiceDate: An additional or alternative criterion for selecting the Sale to be paid.
IsDeposit: A Y would indicate that the payment is a deposit and should be applied to a Sale order which canbe identified in either the InvoiceNumber field, id it is in the same input column as invoice numbers, or the saleOrderNumber field.
OrderNumber: Alternatively, if invoice numbers and order numbers are in separate input columns, Sale order number for which the payment is to be applied as a deposit.
AmountApplied: Amount allocated on the line to the indicated Sale(s). If the currency is foreign and AmountAppliedForeign is not used then the amount will be processed as being in that currency.
AmountAppliedForeign: Only use this field when when the amounts in a foreign currency are in a different column to amounts in local currency. This will be used, if mapped, when there is a CurrencyCode which does not represent the local currency, i.e. for payments against Sales in that foreign currency.

DeliveryStatus

Remittance Advice Delivery STatus. You can set a default in TransPost or let it take the MYOB default. The options are:

P - To be Printed
E - To be Emailed
B - To be Printed and Emailed
A - Already Printed or Sent

GroupLikeMyobImport

If GroupLikeMyobImport is set to Y TransPost will take the values on the first line of the transaction and ignore changes in any of these fields until it finds a complete blank line.