Manage AR Remittance Mappings

Written by Uday Kumar Updated

Who this is for. SmartCustomer users with the SuperAdmin role.

Availability. The AR Mapping tab appears in SmartCustomer when AR Mapping is enabled for your organization.

Overview

A mapping needs care after it goes live. Customers change their files, and you may want to rebuild a mapping or retire it. This article covers editing, replacing, and deleting mappings. It also covers taking a mapping out of service and keeping a copy of it.

Each task starts on the AR Mapping tab in SmartCustomer.

Before you start

  • Your active role in SmartCustomer is SuperAdmin.
  • Only one mapping per customer can be live at a time. For a live mapping, decide the order of your changes before you start.

Edit a mapping

Opening a live mapping in the editor does not change its status. It stays live until you save it or delete it.

Caution: Saving a live mapping with Save draft takes it out of service, even when you changed nothing. The customer's remittances are not read with it until you activate it again.

  1. On the AR Mapping tab, select the mapping name, or select Edit on its row. The editor opens on Field mapping.
  2. Open the step you want to change from the list of steps, and make your changes.
  3. If your changes cleared the test result, run Test and validate again. See Changes that clear a test result in Test and activate an AR remittance mapping.
  4. Select Save draft to keep the changes as a draft, or Activate to make them live. A live mapping you activate again stays live, with your changes.

You can also change the customer of a saved mapping on Customer and samples. The editor does not ask you to confirm the change. A renamed mapping keeps its rules after you save it.

For saving and leaving the editor, see Moving through the editor in AR remittance mapping overview.

Take a mapping out of service

Take a mapping out of service to stop reading a customer's remittances with it, while keeping the mapping.

  1. Open the live mapping.
  2. Select Save draft. The mapping is saved with no confirmation step.

Check that the mapping shows Draft in the list. To remove the mapping altogether, delete it instead.

Replace a live mapping with a new version

To rebuild a customer's mapping without editing the live one, build the replacement as a separate mapping.

  1. Create the new mapping for the same customer. A note under Customer names the live mapping, which keeps working meanwhile.
  2. Test the new mapping. Activate stays unavailable while the other mapping is live. The reason beside it reads, for example, Northwind Traders already has an active mapping ("Northwind Traders: remittance mapping") — only one can be live at a time.
  3. Save the new mapping as a draft.
  4. Open the live mapping.
  5. Select Save draft. The customer now has no live mapping.
  6. Open the new mapping. If Activate asks for a test, run Test and validate.
  7. Select Activate.
  8. In Make this mapping live?, select Activate.

Between steps 5 and 8, no mapping is live for the customer, so do them one after the other.

To build a mapping, start with Add the customer and samples. To test it, see Test and activate an AR remittance mapping.

Delete a mapping

To keep a copy, download the mapping before you delete it.

  1. On the AR Mapping tab, find the mapping and select Delete mapping on its row.
  2. Read Delete this mapping?. It names the mapping. For a live mapping, it also warns that the customer's remittances will stop being read automatically.
  3. Select Delete. To keep the mapping, select Cancel or close the dialog.

The mapping is removed from the list.

The Delete this mapping dialog for a live mapping, with the warning that remittances from Fabrikam Industries will stop being read automatically

Figure 1. Deleting a live mapping

Download and import a mapping

Downloading saves a mapping as a file. Importing creates a mapping from that file.

Download a mapping

On the mapping's row, select Download mapping. The file is named after the mapping, and the name ends in .arrmap.json. Each group of spaces, colons, and brackets in the name becomes one _. For example:

  • Northwind Traders: remittance mapping downloads as Northwind_Traders_remittance_mapping.arrmap.json.
  • Northwind Traders: remittance mapping (2) downloads as Northwind_Traders_remittance_mapping_2_.arrmap.json.

Import a mapping

  1. On the AR Mapping tab, select Import.
  2. Choose the mapping file. You can choose more than one file.
  3. If you import one file and a mapping with the same name exists, your browser asks what to do. Select OK to replace the existing mapping with the imported one. Select Cancel to keep both.

Caution: If the mapping you replace is live, it stays live with the imported content. Run Test and validate on it straight away.

When you import one file, the imported mapping opens in the editor on Field mapping. A copy is a Draft named <name> (imported). A mapping you replaced with OK keeps its status.

When you import several files, the editor stays closed and no prompt appears. Names already in use are kept as copies. A message gives the count, for example Imported 2. 2 had a name already in use and were kept as copies. If a file cannot be imported, the message names it and gives the reason.

In the same organization, the import keeps the samples and the email samples. It also keeps the confirmed table boundaries, the field mappings, and the rules. The test result is not carried over, so run Test and validate before you activate the copy.

Update a mapping for a new file layout

You can edit the existing mapping with the following steps. To keep the old mapping live while you rebuild it, replace it with a new version instead.

  1. Open the customer's mapping. On Field mapping, note how each field is mapped, because confirming again can change it.
  2. Select Customer and samples in the list of steps.
  3. If the mapping has five samples, remove one. A mapping holds at most five samples. Removing a sample keeps the confirmed boundaries.
  4. Upload a file in the new layout.
  5. On Confirm, select Structure. Then select the new file's name above the table. If it shows Tables (0), wait until its table appears. Then review its table boundaries. Adding a sample clears the confirmed boundaries. Field mapping and Test and validate stay locked until you confirm again.
  6. Select Confirm boundaries. The page locks while the mapping reads every sample again. Your rules are kept, but a field mapping can change. For example, a currency field that was not mapped can come back as Currency · detected from the file. A sample that states no currency then fails the test.
  7. On Field mapping, review each field, including the fields you mapped yourself. Change back any mapping that you do not want. To remove a mapping, select Clear in the field's panel. For the other sources, see Field sources and rules.
  8. Run Test and validate on all the samples. If a file comes back Flagged, select it to see its errors. Fix those fields for that sample, then run the test again. See Check a field on another sample in Review the field mappings. For what each error means, see Messages on Field mapping in AR remittance mapping messages.
  9. If the mapping was live, Save draft takes it out of service until you activate it again. Save the mapping, or activate it.

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