It is possible to mark multiple invoices as having been paid in one go by uploading a reconciliation file created by your accounting software.
Uploading the bulk reconciliation file
At the end of the invoice list page, you will see the option to upload/import the file.
Clicking this button opens the import file window. Here you can drop the file or search on your computer.
Once you have uploaded the file and clicked the blue Confirm button a confirmation message will be displayed. The process will now run in the background.
Once the upload has been processed, look out for the email with the subject line: NDIA Payment Import Complete
The email will confirm the records processed, the number of successful and unsuccessfully processed records plus a file to confirm the rows with/without errors.
In the invoice list, the invoices will be marked as paid.
Also, the invoice history will show the invoice as having been paid.
If the amount paid does not cover the full amount then a part payment will be logged with the ability to add additional payment amounts either manually via the interface or upload.
Required information: File format - file headers
The file should be in CSV (comma-separated value format) and should have the following columns at a minimum. Other columns in the file will be ignored.
CSV files can be created via Excel or exported from your accounting software.
AmountPaid: this should be a number, with no $ sign or comma (e.g. $1,200.55 should be 1200.55).
Error: AmountPaid column is mandatory occurs if the column does not exist or it is empty.
Error: AmountPaid is invalid occurs if the value is not a number.
PaymentReference: this is a text field that is displayed in the invoice under the Reference field.
Error: PaymentReference column is mandatory occurs if the column does not exist in the file.
PaymentDate: this is the payment date and should be in either format:
DDMMYYYY e.g. 31122000 or
YYYYMMDD e.g. 20001231
Error: PaymentDate column is mandatory occurs if the column does not exist in the file.
InvoiceNumber: this should be the invoice number in ShiftCare.
Error: InvoiceNumber column is mandatory occurs if the column does not exist in the file.
Error: Could not find invoice 121213 occurs if the invoice number in the file does not exist in ShiftCare.
The file headers can be organised in any order. An example is:
Payment confirmation on the invoice
The invoice list page will display the invoice as having been paid.
Opening the invoice will show the amount paid as well as update the invoice history with who uploaded the reconciliation file.
The file will be rejected if the file headers listed above are not found.
If the same invoice number is uploaded multiple times, the invoice will be updated. This can be useful if an incorrect amount was previously applied as the system will allow you to remove one of the payments.
From the import complete email, you will be able to download the error log. Look out for the email with the subject line: NDIA Payment Import Complete
The CSV file will then provide the error message and reason for failure.