Credit Memo Import

A credit memo is a record of credit due to a customer. Credit memo amounts can be applied toward the charges for specific items and for specific transactions such as invoices. For information about using credit memos in NetSuite, see Customer Credit Memos.

Review the following guidelines for Credit Memo imports:

• Supported CSV File Formats for Credit Memo Imports

• Notes on Credit Memo Import Field Values

• Supported Credit Memo Sublist Data Imports

• Supported Credit Memo Subrecord Data Imports

• Setting the Form for a Credit Memo Import

Supported CSV File Formats for Credit Memo Imports

Credit memo records include Items and Apply sublists:

• Items sublist stores data about the items returned by the customer under this credit memo.

• Apply sublist contains unpaid open invoices to which the credit memo amount can be applied partly or in whole, decreasing the amount due to be paid by the customer. The invoices are referenced by their internal or external IDs.

Credit memo imports may also support the import of data for Partners and Sales Team sublists. See Supported Credit Memo Sublist Data Imports.

Multi-File Format

Generally, a multi-file format is preferred for imports of transactions that support multiple sublists. In this format, body data is in a primary CSV file, Items sublist data is in a linked file, Apply sublist data is in another linked file, and data for any other sublists is in other linked files. The following tables illustrate sample data in a multi-file credit memo import.

CreditMemo.csv - primary file with body data:

CreditMemoItems.csv - linked file with Items sublist data:

CreditMemoApply.csv - linked file with Apply sublist data:

Single-File Format with Multiple Rows per Record

The credit memo import also supports a single-file format where you can include body data and data from multiple sublists in one primary file. This single file can contain multiple rows for each credit memo record; each row only must include the external ID value, so all data can be tied to the record. The following table illustrates a single CSV file that contains body data, Items sublist data, and Apply sublist data.

CreditMemoSingleFile.csv:

In this sample:

• External ID and Customer fields are body fields. External ID values are repeated in multiple rows to indicate links for sublist data. Other body field values do not need to be repeated in multiple rows.

• Item and Quantity are Items sublist fields. Blank values for these fields indicate there is no data.

• Apply and Payment are Apply sublist fields. Blank values for these fields indicate there is no data.

Notes on Credit Memo Import Field Values

• You must map external ID or internal ID to serve as a unique ID per record. The unique ID should be included in every line of the CSV files. For imports of new data, use external ID. On the Import Assistant's Field Mapping page, you should map the external ID field from your CSV files to the Credit # field, which serves as a transaction ID for credit memo records. This mapping allows external IDs to be displayed on credit memo forms in the NetSuite user interface.

• Each imported credit memo record should include a reference to a NetSuite customer record, mapped to the credit memo's Customer field. This reference must be a unique identifier; you should use internal ID or external ID, rather than a name reference. If you do not map a reference number field, reference number values are generated automatically.

• You do not have to map the required Date field. If you do not map the Date field, it is mapped automatically with default values of the current date.

• If the Multiple Currencies feature is enabled, you should map the Exchange Rate field. If your CSV file does not include values for this field, you can set it to a default value. Currency values are taken from referenced customers. If your customers use currencies other than the currency in which your company manages its financials, you should map the Currency field. For more information, see Currency Management.

• If the Use Account Numbers preference has been enabled at Setup > Accounting > Accounting Preferences, imported values for the Account field should include both account number and name, for example: 11000 Accounts Payable. If this preference is not enabled, values should be account name only, for example: Accounts Payable.

For more details about fields that can be mapped in the credit memo record, see the SOAP Schema Browser’s credit memo reference page. You can use the field definitions here as a basis for creating your own CSV import template file. For information about working with the SOAP Schema Browser, see SOAP Schema Browser.

Supported Credit Memo Sublist Data Imports

The Credit Memo import supports the import of the following sublist data:

To apply credit memos to invoices or other transactions, specify invoice numbers as Apply field values, in the Apply sublist. When you import this sublist's data, you can also set Line ID values to uniquely identify each Apply line, and Payment values to set the credit memo amounts to be applied to invoices.

For imports that update existing credit memo records, handling of sublist data updates depends upon the setting for the Overwrite Sublists advanced option, and on whether the sublist is keyed. Complete deletion of sublist data currently is not supported. For more information, see Sublist Data Import.

Supported Credit Memo Subrecord Data Imports

The Credit Memo import supports the import of the following subrecord data:

Setting the Form for a Credit Memo Import

By default, the Field Mapping page for a credit memo import displays the NetSuite fields from your preferred credit memo form. You can select a different credit memo form in the Advanced Options area of the Import Assistant's Import Options page. See Custom Form.

The Import Assistant is available at Setup > Import/Export > Import Tasks > Import CSV Records. After you select the record type for import, you choose the import character encoding. For more information, see Select a Record Type for Import and Choose Import Character Encoding.

General Notices