If you'd like to use the template we've created, you can download it here: Invoice Import Template revised.xlsx

If you work as a commission manager for a sales agency, you know how tedious it can be to record and keep track of invoices and commissions. With MarketTime, you can simplify this process by importing data directly, which saves you time and effort.

This article will guide you through using the "Import Commission" tool in MarketTime to import invoices and commissions from manufacturers.

Before You Start

Here are a few things to keep in mind before you import invoices and commissions:

• You must be an admin user with Read/Write permission for Order Payments > Import Commissions
• Commissions can be imported to one manufacturer at a time
• The commission import process must be completed in one session, which means that you will not be able to start the process, leave, and then come back to resume the process

Preparing Your File for Import

What template should I use?

It's up to you! If the commission file you intend to import contains the required columns, you can use any template you prefer—or no template. Most users of the commission import tool upload the file they receive from the manufacturer or vendor. You can reformat or remove columns in these files if you want to, but it's not required.

Download Template

If you'd like to use the template we've created, you can download it here: Invoice Import Template revised.xlsx

File Requirements

1. File type must be in .XLS, .XLSX, or .CSV format.
2. File must only contain one worksheet.
3. File must contain these required columns:
   1. PO#
   2. Invoice Number
   3. Invoice Date
   4. Invoice Amount
   5. Commission Amount
4. We also recommend including these columns for any new direct orders:
   1. Ship To Retailer Name
   2. Ship To Zipcode

Other Tips Before Uploading

Here are a few more tips before you import a commission file or statement:

Tip	✔️	❌
Delete extra worksheets or consolidate all invoices and commissions into one sheet because the import tool only supports importing one sheet from the file.	Keep: One sheet	Remove: Multiple sheets
Remove any extra rows that contain totals, sums, or counts for the items on the sheet.	Keep: One header row plus one row per invoice	Remove: Total rows at the bottom of the sheet
Remove any special formatting or formulas.	Keep: Values Only	Remove: Formulas
Remove extra columns (optional, not required).	Keep: Required columns	Remove: Extra columns
Check for bad formatting.	Keep: Properly formatted dates	Change: Improperly formatted dates

How to Import Commissions

To import commissions, follow these four steps:

1. Upload Your File
2. Map Columns
3. Preview Invoices and Resolve Errors
4. Finish Importing Commissions

Upload Your File

1. Login to https://apps.markettime.com/login
2. Navigate to Order Payments > Import Commissions
   
   
3. Select the manufacturer from the Select Manufacturer dropdown
4. Select your commission check
   
   
   • If you have already added your commission check: Click the Select Check dropdown and select your check from the list
   • If you have not already added your commission check: Add it using the Add Check form on the right side of the screen or follow these steps to add your commission check
   • If you do not have a commission check yet: Skip this step
5. Click Import Invoice & Commission
6. Click Choose
   
7. Locate the file on your computer
   

Map Columns

After you have uploaded your file, you will see a screen that looks like this:

• Columns that were automatically mapped from your file will have a green checkmark (✔️)
• Columns that could not be mapped automatically will have a red x (❌) to the right

Once you are on this screen, follow these steps

1. Look in the Database Column to Match column on the screen
2. Verify the auto-mapped columns were mapped correctly
3. For any column with a red x (❌), click the dropdown
4. Select the matching column from the list
   
5. Repeat for all columns you want to import
6. Skip any columns you don't want to import
7. Click Next

Preview Invoices and Resolve Errors

Once you've mapped columns, you will see the "Preview Table" screen:

To review invoices and resolve errors, follow these steps:

1. Toggle to the right (so it turns blue) the Only Show Invoices with Errors/Warnings to view only the invoices with errors or warnings
   
2. Review the errors and warnings and resolve them for each invoice (a list of messages is provided below)
3. To edit a value, click into the cell:
   
4. Once you have resolved the warnings and errors, click the Order Date column header to sort the list by order date
5. Look for any invoices that were auto-matched to old orders
   
   • If you want to make a new direct order: Toggle to the right the Create Direct Order button
   • If you want to match to an existing PO already in MarketTime:
     1. Click into the PO Number cell and delete a few characters
     2. Click out of the cell
     3. After the "Error: Order not marked as Direct or No orders exist with the given PO Number message appears", click Search to find the correct PO number
6. Once you're done resolving warnings and errors, click Next

Commission Import Warnings and Errors

• Warnings: Invoices with warnings can be imported
• Errors: Invoices with errors will not be imported

Finish Importing Commissions

After you have resolved the errors, follow these steps to finish the import commission process:

1. Decide how you want to import duplicate direct order PO numbers
   
   
   • One Direct Order (With Multiple Invoices): When the commission statement contains multiple matching PO numbers and each PO number is marked as "Create Direct Order," a single order with multiple invoices will be created.
     • If the commission statement contains:
       • PO #1 with Invoice #1 ($100)
       • PO #1 with Invoice #2 (-$50)
     • After import, you will have:
       • PO#1 with Invoices #1 and #2 (Order Total Amount: $50)
   • Separate Direct Orders (One Per Invoice): When the commission statement contains multiple matching PO numbers marked as "Create Direct Order," separate direct orders will be created, each with a single invoice.
     • If the commission statement contains:
       • PO #1 with Invoice #1 ($100)
       • PO #1 with Invoice #2 (-$50)
     • After import, you will have:
       • PO#1 with Invoice #1 (Order Total Amount: $100)
       • PO#1 with Invoice #2 (Order Total Amount: -$50)
2. Click Import Invoice/Commission
3. If there are any errors, you will see an Import Error popup
4. Click View Errors to download the list of errors
   
5. Once you have reviewed the errors, you can attempt to re-import those invoices or enter them by hand

FAQs

• How do I add a new customer when importing commissions?
• Why does the import tool not find the customer when I want to create direct orders?

Here are some frequently asked questions we receive about importing commissions:

How do I add a new customer when importing commissions?

If you are importing an invoice and commission for a new customer as a direct order, you can add that new customer during commission by following these steps:

1. Ensure your import file includes a column for Customer Name
   1. Note: The column can be empty/blank if you do not have this information
2. When you are on the Preview Table (step #3), look for any invoice errors that say "Error: Customer not found for the Invoice"
   
3. Look in the Customer Name (In Your File) column for that invoice
4. Click into the table cell that contains the customer name
5. Search for the customer
6. If you don't find a match, click Add
   
7. Add the new customer
8. The invoice will be automatically updated and linked to the new customer you created
   

Why does the import tool not find the customer when I want to create direct orders?

A customer name alone is insufficient to prevent "Customer Not Found for the Invoice" errors. The importer requires additional customer information above and beyond the name to auto-match to customers already in the system.

You will see fewer errors if you can include additional columns (on top of the required columns) in your import file. Here are some options for additional columns that the importer can use to choose customers already in the system automatically, so you don't have to fix each error manually during import:

These columns refer to these values from the order:

The five options above are additional columns to add to your file. The required columns for any import still include the following:

1. PO#
2. Invoice Number
3. Invoice Date
4. Invoice Amount
5. Commission Amount

Getting these additional columns from the manufacturer can be challenging, if not impossible. We are continually working to improve the import commission tool, and one of the items on our to-do list is to find better ways to auto-select customers in MarketTime during import.