M-Powered Invoices > Using M-Powered Invoices > Importing customer payments using M-Powered Import Assist
You can use M‑Powered Import Assist to import M‑Powered payment files (with the extension ’.myc’), into your company file. To import customer payments, you must first set up your software, see Install M‑Powered Import Assist.
A statement payment will be imported only if the value of the customer payment is less than or equal to the value of oldest invoice listed on the statement. If the majority of your customer payments are made using customer statements, we recommend you manually enter customer payments. For more information, see Recording M-Powered invoice payments manually.
Please read the following important notes before using M-Powered Import Assist for the first time:
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A PDF viewer such as Adobe Reader must be installed to view the M-Powered Import Assist Activity report that is generated at the end of the importing process.
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note : Back up your company file
M-Powered Payment Files can only be imported once using M-Powered Import Assist. If an error occurs during import, you can then restore the backup.
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Open the M-Powered Payment File directly from the email. Most email clients allow you to open an attachment directly from within an email. This option is suitable if you want to import payments while viewing the email notification that contains the Payment Advice and the M-Powered Payment File.
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If your email client does not allow attachments to be opened directly from the email, use the following option instead.
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Detach the M-Powered Payment File and then use the Tools menu. To open and process the M-Powered Payment File at a later time, detach the file from the email and save it to the Payfiles folder (located within the M-Powered Import Assist folder on your hard drive). When you are ready to process the M-Powered Payment File, go to the Tools menu in your software, choose M-Powered Import Assist and then Receive Payments.
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Start M-Powered Import Assist using one of the options described in To start M-Powered Import Assist above. The M-Powered Import Assist window appears.
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In the MYOB Executable field, select the MYOB executable file, for example, Myobp.exe. (Click Browse, locate and select the executable file in your installation folder and then click Open.)
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In the MYOB Company File field, select your MYOB company file for which you want to import your customer payments. (Click Browse, locate and select the company file and then click Open.)
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Enter the Undeposited Funds account used in your company file in the Deposit payments into the account: 1– field. You must enter the same account number as the account for undeposited funds entered in the Accounts & Banking Linked Accounts window in your company file (go to the Setup menu, choose Linked Accounts and then Accounts & Banking Accounts).
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The account number you enter in the Deposit payments into the account: 1– field appears by default during the next customer payment import.
You may want to set up each company file with the same Undeposited Funds account number. This will save you from having to change the number in the M‑Powered Import Assist Preferences window each time you choose a different company file.
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Check that the payment file path in the M-Powered Import Assist – Settings area of the window shows the correct location and file name of the M‑Powered Payment File you want to import.
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If you have double-clicked the Payment File, or opened the Payment File directly from the email notification You don’t need to change the path and file name shown—it will automatically default to the Payment File. (This is because when you double-click a Payment File, a copy of it is saved in the Payfiles folder within the M-Powered Import Assist folder on your hard drive.)
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If you accessed M-Powered Import Assist from the Tools menu of your software Click Browse to locate and choose the Payment File you want to import into your company file. Make sure that the Payment File is for the correct date and payee. The Payment File name format is “PayAdv-Year-Month-Day-Payee Number.myc”, for example, “PayAdv-2004-10-30-10000000.myc”.
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Click Continue.
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The Processing Payment File window appears, showing the progress of the initial payment processing. At this point, no payments are being imported into your company file.
When processing is complete, the M-Powered Import Assist – Ready to Import window appears.
This window shows an estimate of the number of payments that can and cannot be imported. This estimate is based on the initial testing of the M‑Powered Payment File. Given that there are additional conditions that will be tested during the actual import process, the number of payments shown in this window may not necessarily reflect the actual results. The M-Powered Import Assist – Ready to Import window shows:
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X Invoice(s) matched with payments will be CLOSED. This line shows the number of invoice transactions that will be paid off in full by the imported payments.
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X Invoice(s) with partial payments will remain OPEN. This line shows the number of invoice transactions that will still have a balance owing after the imported payments have been applied to them.
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X Payment(s) require MANUAL processing. This line shows the number of payments that could not be imported. See Reasons why some payments cannot be imported for more information about errors that may prevent the import of payments.
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note : Too many errors?
If the Too Many Errors Found window appears instead of the M-Powered Import Assist – Ready to Import window, there are too many payments with errors and the import process will not continue. This can happen if you choose an incorrect company file to import payments into. If you believe that the incorrect company file was chosen, click Back and browse for the correct company file. Click Finished if you want to review the M-Powered Import Assist Activity report to determine why the payments could not be imported. See Reasons why some payments cannot be imported for more information about errors that may prevent payments from being imported.
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When you are ready to import payments, click Continue. Note that you will not be able to cancel the process after continuing.
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If the company file is not open, your software is automatically started and the company file is opened. If your company file has a password, you will be required to enter the master password before importing will begin.
The Now importing payments into your company file dialog box appears, showing the progress of the import.
When the importing process is completed, the M-Powered Import Assist – Importing Complete window appears.
This window shows the number of payments that were successfully imported into the company file, and the number of payments that could not be imported.
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Click Finish to review the M-Powered Import Assist Activity report. This report lists all transactions that were imported successfully, and also lists the payments that could not be imported (for example, adjustments and refunds, payments made for quotes, or the payments that could not be processed due to errors such as duplicate invoice numbers). See Reasons why some payments cannot be imported for more information about errors that may prevent the import of payments.
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Use the M-Powered Import Assist Activity report to manually enter the payments that were not imported. The date, invoice number, payment method and amount can assist you in entering these payments. For a detailed look at the M-Powered Import Assist Activity report, see The M-Powered Import Assist Activity Report.
The archive can be found in the Reports folder located within the M-Powered Import Assist folder on your hard drive.
The import process is now complete. All you need to do now is to enter customer payments that could not be imported (see Recording M-Powered invoice payments manually), and then perform the bank deposit transaction (see Recording the bank deposit).
