Import credit memos

The following is a list and explanation of each of the fields you can include when importing credit memos.

Important Note: If you sync with an accounting software, we don't recommend importing records via CSV into Key CashFlow℠ unless they don’t exist in your accounting software at all to avoid duplicates and sync errors.

Field Name Required? Maximum length Description Accepted Values Additional Information
Active? No N/A Denotes if this Credit Memo is active or inactive - Active
- Inactive
- Requires an exact match with one of the accepted values
- All records are set to Active when created; they cannot be created and set to inactive in the same import
Customer Name* Yes 100 characters - Key field
- The name of the customer for this Credit Memo
N/A - Requires an exact match with the desired customer's name
- The desired customer must be active in Key CashFlow
Ref #* Yes 100 characters - Key field
- The Credit Memo number for this Credit Memo
N/A Requires an exact match with the desired Credit Memo's Credit Memo number (for updating)
Credit Date* Yes N/A - Key field
- The date that this Credit Memo is issued to your customer
N/A - Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY
- Single digits don't require a leading zero
Amount Available* Yes N/A - Key field
- The amount of this Credit Memo
N/A - Accepts values with or without a $
- Does not support fractions of cents
Amount Applied* Yes N/A - Key field
- The amount of this Credit Memo that is appled to invoices
N/A - Accepts values with or without a $
- Does not support fractions of cents
Description No 4000 characters The customizable message for your customer that appears on this Credit Memo N/A N/A
P.O. Number No 40 characters Identifies the Purchase Order associated to this Credit Memo N/A N/A
To Be Emailed No N/A - Denotes if this Credit Memo appears in the email queue
- Does not automatically email this Credit Memo
- Yes
- No
Requires an exact match with the accepted values
Item Sales Tax Name No 100 characters - The name of the sales tax item that is applied to all taxable line items on this Credit Memo
- If adding multiple line items, this field must be filled in for all line items
N/A The total sales tax on this Credit Memo is the sum of each taxable line item multiplied by the percentage value of the chosen sales tax item
Sales Rep No 16 characters The name of the sales representative associated with this Credit Memo N/A N/A
Line Item Item Name No 100 characters The name of the item being billed on this line item N/A - Requires an exact match with the desired item name
- The desired item must be active in Key CashFlow
Line Item Quantity* Yes N/A The quantity of the item being billed on this line item N/A - This must be a number
- Supports up to 5 decimal places
- For percentage line items use the value 1
Line Item Amount No N/A The total amount being billed to the customer for this line item N/A - Must be in the range of -9999999 to 9999999
- Does not support fractions of cents
- If this is left blank, it will appear as blank; this is treated as $0.00
- Accepts values with or without a $; negative values must omit the $
- If the line item price field is used, it will override this field's value
Line Item Price No N/A The per-unit cost of the item billed on this line item N/A - Must be in the range of -9999999 to 9999999
- Does not support fractions of cents
- If this is left blank, it will appear as blank; this is treated as $0.00
- Accepts values with or without a $
- Any value imported using this field is converted to static currency (no percentages)
- If this field is used, it will override the value in the line item amount field
Line Item Account Name No 250 characters The name of the account that this line item is coded to N/A - Requires an exact match with the desired Account's name
- Both account name and account number (if used) must be provided
Line Item Account Number No 40 characters The account number of the account that this line item is coded to N/A - Requires an exact match with the desired Account's account number
- Both account number (if used) and account name must be provided
Line Item Department Name No 100 characters The name of the department that this line item is coded to N/A - Requires an exact match with the desired department name
- The desired department must be active in Key CashFlow
Item Description No 4000 characters The description of this line item N/A N/A
Item Taxable No N/A Denotes whether or not this line item is taxable -Yes
- No
Requires an exact match with the accepted values

The following fields won't import, leave them blank on the template to avoid errors:

  • Item Tax Code
  • Item Line Order
  • GL Posting Date
  • Exchange Rate
  • Status
  • To be printed
  • Sales Tax Item ID
  • Sales Tax Total
  • FOB
  • Shipment Date
  • Shipment Method
  • GL Account Name
  • GL Account Number
  • Item Department Short Name
  • Item Location ID
  • Item Class ID
  • Item Job ID
  • Item Rate Percent
  • Line Item Service Date