AccountManager Importing Quotes
Imports can be used in place of manual data entry if you receive a data file from your principal or representative. To be imported into AccountManager the files must be in Microsoft Excel format, see note below if you have another file type to import
Note: If you receive data in a format other than Microsoft Excel, see if you can open it using Excel and save it in Excel format. Microsoft Excel can open many data formats.
Based on your configuration you will have the ability to import Bookings from an Order statement, Billings from a shipment statement and/or Firm Commissions from a commission statement. Commissions are unique in that they create a Billing and Firm Commission all on the same Billing document. Importing a commission statement will result in the generation of QuickBills. Those QuickBills will be marked as “paid” with Firm Commissions.
Note: The account types mentioned in these instructions may vary from the account types available to you. See your administrator with any questions on your configuration.
Warning: Choose only one method per principal per channel for entering billings and commissions. For example, if you will be shipping direct Bookings for a principal (which generate Billings), do not also import direct commissions for that principal or you will have duplicate billings as a result. You may however, decide to import POS (distribution) commissions for that principal, since there are not any Bookings to ship.
1. It is a good idea to open the spreadsheet you are about to import in order to review it for any changes from the last time you imported or in order to create an import profile if this is the fist time importing this type of statement.
2. See “Import Profiles” help if you have not already created an import profile for the principal you are about to import.
3. If importing a commission statement ensure it is only direct or distribution commissions, not a combination. If the information is a combination of data, sort and separate the info into separate worksheets before beginning and create import profiles for both.
4. Ensure there are no subtotals or blank rows within the data to be imported or all of your data may not be imported. The first example below is suitable for importing as the data is “flat” and uninterrupted. The second example is not suitable as is for importing, as the rows with the subtotals on them would cause the import to stall. To fix the second example, remove the subtotals first, then resave the document.
[Importing Quotes Screenshot 1]
[Importing Quotes Screenshot 2]
1. Open AccountManager and go to he “Imports/Import Quotes” view.
2. If this is the first time you’re importing for this principal, create an import profile (see Import Profiles help for more info).
3. Click on the “Import” step view.
4. Click on the “Step – Import” button, and choose the appropriate import profile from the picklist..
5. Select appropriate Import Profile and click OK.
6. In the “Choose File to Import” dialog box, browse to the file you wish to import. Select it and click “Open”. As the file begins to import, you may notice the status of the import displaying in the status bar (lower left) area of your Lotus Notes client.
[Importing Quotes Screenshot 3]
7. When prompted, verify the number of rows imported, and that the various totals match between the dialog box and your spreadsheet. Click OK to continue, then the “Move to Next Step” button in the action bar. Your data will be moved to the next import step.
[Importing Quotes Screenshot 4]
8. Click on the next view step in the outline on the left hand side. See Import Aliasing Help for more information.