Welcome to the NetSuite AR & AP transactions upload training session. This is part of a series on how to migrate data from a system like Quickbooks to NetSuite. If we want the detailed historical transactions for AR or AP like invoices, payments and credit memos, we have to upload those transactions. This training is step-by-step on how we do the upload.
Here we are focusing on AR and AP transactions because the upload process for them is similar. Uploading journal entries (JE) is a separate training because JE is different and unique from the AP and AR transactions.
I suggest you watch the video. It’s easier to understand if you are a visual/audio learner. The content below is the same as the video. It’s for those who learn by reading.
3 Things Needed to Upload AR & AP Transactions
Below are the 3 things that we need to successfully upload AR and AP transactions.
- AR/AP transaction requires 2 files – a Header file and a Line level file. A header file is basically the summary. If you have a sales invoice for total of $1,000 that’s what the header line is. The line level file has details like “Item1 is for $700 and Item2 is for $300”. So you need the summary and each of the detail that roll up into that summary file.
- 1 unique External ID is allowed in the header file. When you have an existing sales invoice number, that’s what we call a unique External ID. It can be alpha-numeric like ABC123. And Internal ID is an ID that NetSuite that built in to the NetSuite system and it is system generated.
- Each unique ID is a transaction. That’s great because each sales transactions or each sale invoice should be unique. We don’t want two sales invoices out there with the same number. So for each sales number has an ID that is one transaction.
Here’s an example of AP and AR Transaction upload file from excel.
Next we are going to show you the actual process of uploading AP or AR transactions in NetSuite.
Go to: Setup→Import/Export→Import CSV Records
Choose import type as Transactions and record type is Invoice
Now you are going to click “multiple files to upload”
Then choose your files to be uploaded by clicking select button. For Primary choose the header file and for Invoices Items choose the line file. Then click next.
Then click ADD and click next
Under the drop down menu for Primary file key column, choose External ID. External ID is an ID that we give it, not what NetSuite’s internally generates. Under column choose External ID and then click next.
Map the PO number equal to PO # then click next.
Now you can input name for the file and click Save & Run.
You’ll see the green box to show it successfully uploaded. Then click the link.
And now you’ll see that 1 record successfully uploaded. And that’s it!