Import open journal entries with CSV files in ReflexBlue

In this guide, we discuss the details for configuring the open items definition. First, create the import/export definition from the Import/Export Definitions overview screen.

Processing

• An existing invoice is first exported before the open items are imported.
• For payments for unknown invoices, only the header for the invoice and the payment(s) are created, but not the line(s).
• An invoice is closed when the option Close fully paid invoices is enabled, and the invoice no longer appears in the external system (exists in the CSV data).

Receive CSV tab

Importing open items is only allowed with the entity Invoice:

Type Name entity://orders.invoice

Link Lines tab

This must be off because this definition uses the entity type Invoice to link. A combination of required fields such as the relation and invoice number usually causes the system to think it detects duplicate rows in the CSV data.

In this open items import, we can import one or more payments for one or more invoices. See the example below. There are two rows for relation 788112 which are seen as duplicates, but are actually correct for the open items import.

Link Fields tab

Standard fields

• INVOICE_RELATION
• INVOICE_CODE
• INVOICE_INVOICEDATE
• INVOICE_EXPIRATIONDATE
• INVOICE_REFERENCE
• INVOICE_AMOUNTPAID
• INVOICE_AMOUNT
• INVOICE_VATAMOUNT

Import Open Journal Entries tab

Purchase/Sales

1. Choose Close fully paid invoices if an invoice is fully paid and is no longer returned by the external system (so does not appear in the CSV data).
2. Select the Journal entry type. The import supports only entries for Sales or Purchase, but not both.

Add/Remove key position relations

Mandatory key

The system cannot create an invoice without a relation. INVOICE_RELATION with type RelationIdByCodeLookup is required for this definition.