Note: You may not need to manually upload ERP Transactions if you have created an API Integration between Vividly and your ERP System.
Step 1: Access the Upload Interface
- Go to Business > Deductions Reconciliation 2.0
- Click the up arrow (Import button) to open the ERP Transaction Uploader
Step 2: Prepare Your Data
You can use Vividly's template (download sample file) and manually populate the data, or you can generate a report from your ERP with the required fields and map the columns. You'll need these required fields from your accounting system:
- Transaction ID - Credit memo number or system-generated document number from your ERP
- Customer Name - The payer customer (the name of the first receiver on the check/payment)
- Invoice Number - The invoice number associated with the deduction (found on the check remit)
- Deduction Amount - Dollar amount of the deduction
- Transaction Date - Date you received and posted the deduction in your ERP
- Check Number - Associated payment number (optional, but recommended)
Step 3: Upload Your File
- Either drag and drop your file into the upload area, or click the arrow to browse for it
- Select your data source (either Accounting Source or your ERP system if it’s present)
- Click Next
Step 4: Field Mapping (One-Time Setup)
- Map your file's column headers to Vividly's field names
- This mapping is saved for future uploads
Step 5: Review and Complete
- Preview the deductions to be uploaded
- Fix any errors (highlighted in red)
- The most common error is an unmapped customer name. To fix this, go to Manage > Customers and add the Customer Name you are uploading as an Alternative Name in the Customer Profile.
- Click Finish to complete the upload
The uploaded deductions will appear in "New" status and be ready for processing and matching with backup documentation.