Tesorio offers a file-based Cash Application designed for Tesorio Connect users, enabling automated matching and recording of customer payments.
The file exports can be seamlessly automated through SFTP, allowing scheduled posting into your ERP system.
Getting Started
We know that each ERP has different requirements. You will work with your CSM to review the Tesorio payments file and test it in your ERP.
Here is a sample csv file - tesorio_customer_payments_2024-04-12T233101.csv
Please use this file to test the field mapping and import into your ERP.
In this document you will find a description of each field - tesorio_pending_payments_file_mapping.xlsx
Some questions to review as you are testing the file:
The file format and headers are standard and cannot be modified before export
Does your system support mapping the file field names to the required field names?
Can your system import the file if it contains more fields than needed?
The payments file will include a unique Payment ID.
You will need to add a field on the Customer Payment record in your system to house the Tesorio Payment ID from the exported file.
Please create a data field on the customer payment record in your ERP and map it to Payment ID to record the id when importing the Tesorio payments file
Then add this id field to your Payment Receipts file (outbound to Tesorio).
this unique Payment ID is used to match the Unposted payment record in Tesorio and the payment it creates in your ERP
Let your CSM know if you require any of these data points to create a customer payment in Tesorio. Your CSM will make the templates available to you in Tesorio to populate and upload.
GL Account
Payment Method
Department
Locations
Class
Connect your bank accounts in Tesorio. See details here.
Update your Tesorio admin settings to identify payment-related fields
Settings and configuration in your ERP:
Complete the necessary configurations and mapping in your ERP to import the Tesorio Payment Application file and successfully record and allocate customer payments
Create and map a field on the customer payment that can store the Tesorio Payment ID from the imported file
Modify your Payment Receipts file (the file you generate from your ERP to Tesorio) to include the Tesorio Payment ID for the payments created via the Tesorio Cash Application process and imported into your ERP
the Payment ID is needed to identify that a payment was successfully created in your system and to close the Tesorio Cash Application payment - see this article on Cash Application statuses
The Tesorio Payment Application file can be configured to automatically load into your ERP (support for this is in the works)
Set-up and schedule your Payment Application file export in Tesorio
Configure your system to pickup and load the Tesorio files automatically
Update your team’s permission group to give users access to the Cash App module. See details here
Begin applying and posting payments in Tesorio!
How Tesorio Connect Cash App Works
The bank transaction import, Auto-Matching and payment posting works the same regardless of what ERP the user is on. For more information on Recommended Matches & Auto-Match, please read this article.
Tesorio Connect Cash Application steps
In Tesorio:
Post your matched cash application transactions
You can make changed to payments in POSTED status until the file is exported
Export the Pending Payments file
Once the file is exported, the payments status changes to POSTING and the payments are locked for edits
You can do a manual export
Or you can schedule an export (currently only an email destination is available, SFTP not available yet)
The exported file will have unique Tesorio Payment IDs for each payment. These IDs need to be saved in your ERP and included in the Outbound customer Payment file to Tesorio
In you ERP:
Import the Tesorio Pending Payments file
customer payments and allocations will now be created in our ERP
The customer payments will then be picked up in your Payment Receipts file on your next scheduled run of outbound files to Tesorio
To link and close (switch status to Posted) the Unposted Payment in Tesorio, the Tesorio created customer payments need to have the Tesorio Payment ID in the Payment Receipts file
The invoice allocations will be picked up in the Receipts Applications file and reflected in Tesorio during your next file import
no changes required to this file
The round trip to Tesorio:
On your next Payment Receipts file import into Tesorio, the customer payments with the Tesorio Payment ID:
will be reflected in the Customer Payments workspace
The payments in Posting status in the Unposted Payments Workspace will be matched and changed to Posted - their terminal state
The Tesorio Pending Payments File
Once you have completed your cash application in Tesorio, navigate to Actions -> Export Pending Payments.
Import the csv file into your system.
The file format and fields is standard and cannot be modified before export.
Here is a sample csv file - tesorio_customer_payments_2024-04-12T233101.csv
You can use this file to test the mapping and import into your ERP.
Pending Payments File Field Mapping
See this document for the description of each field - tesorio_pending_payments_file_mapping.xlsx
If a payment was applied to more than one invoice, each invoice will be a separate line on the file with the same Payment ID
that means that one payment may be recorded as multiple payments in your system. If this is not desired, you can use the Payment ID on the file to create one payment in your system (each system is different and this may not be possible)
Partially applied payments - if you cannot apply the whole payment to invoices, we suggest you leave it in Incomplete or Ready status, so it is not picked up by the exported file. Another option is to split the payment post the amount you can allocate to invoices
💡Once a Posted payment is exported, it can no longer be edited to apply the remaining amount