Drypowder Knowledge Base

Pay invoices

Select Invoices

Navigate to Payables > Invoices page

Select one or more invoices. Click Pay Invoices which launches the payment flow.

Payment Flow: Review Invoices and Choose Credit Memos

Make sure you’ve chosen the correct invoices. If you haven’t, abandon the flow begin again.

Optional: Select one or more credit memos to apply to the payment.

Click Next to proceed to the Payment Method

Payment Flow: Payment Method

The first time you pay invoices, you’ll be asked to Add a payment method.

For ACH, you can add manually or use our Plaid connector.

We recommend Plaid connector for ACH. It does instant bank verification.

Once you’ve chosen a payment method, click Next.

Payment Flow: Review Payment

Review that the invoices, credit memos, and payment method are correct.

Click Pay.

Apply credit memos

See the pay invoices guide for instructions on how to apply credit memos.

Integrations: Upload Files

Overview

The Upload File UI allows you to import your receivables data into Drypowder by uploading CSV files. You can upload four types of files:

• Account files: Customer accounts
• Contact files: Customer contacts
• Invoice files: Receivables
• Adjustment files: Account credit adjustments

File Requirements

Before uploading files, please ensure they meet the following requirements:

• Files must be in CSV format
• Maximum file size is 5MB per file
• Only one file per type can be uploaded at a time
• At least one file must be selected for upload
• Column names must be in snake_case format (e.g., account_id, email_address)

Uploading Files

To upload files to Drypowder:

1. Navigate to the Receivables Integration page
2. Select the "Upload Files" tab
3. For each file type you want to upload:
   • Click on the file upload area or drag and drop your file
   • Select the appropriate CSV file from your computer
4. Click the "Upload" button at the bottom of the form
5. The system will validate your files and show you the results

File Validation and Review

After uploading your files, the system will validate them and show you a review screen:

1. Each file will be displayed with the following information:
   • File name
   • Total number of lines in the file
   • Number of valid rows
   • Number of invalid rows
2. If there are any invalid rows, they will be displayed in a table showing:
   • Row number
   • Data in each column
   • Validation errors (highlighted in red)
3. You can hover over the highlighted errors to see detailed error messages
4. You have the following options:
   • Remove a file by clicking the trash icon in the top-right corner of the file card
   • Cancel the upload process by clicking the "Cancel" button
   • Proceed with the upload by clicking the "Upload" button

Troubleshooting

If you encounter issues when uploading files, check the following:

• File format: Ensure your files are in CSV format
• File size: Files must be under 5MB
• Required fields: Make sure all required fields are present in your CSV files
• Data format: Ensure the data in your CSV files matches the expected format

If validation errors are shown:

1. Review the highlighted errors in the review screen
2. Correct the data in your CSV files
3. Upload the corrected files

File Type Details

Account Files

Account files contain information about your customer accounts. These files should include fields such as account ID, account name, and other account-related information.

File Structure

Account files must be in CSV format with the following columns:

Example CSV

account_id,account_name,account_type,tax_id,address1,address2,city,state,postal_code,country ACC001,Acme Corporation,Enterprise,123456789,123 Main St,Suite 100,San Francisco,CA,94105,USA ACC002,XYZ Company,SMB,987654321,456 Market St,,New York,NY,10001,USA ACC003,Global Industries,Enterprise,456789123,789 Broadway,,Chicago,IL,60601,USA

Contact Files

Contact files contain information about your customer contacts. These files should include fields such as contact name, email, phone number, and other contact-related information.

File Structure

Contact files must be in CSV format with the following columns:

Example CSV

account_id,email_address,first_name,last_name,phone_number,address1,address2,city,state,postal_code,country ACC001,john.doe@acme.com, John,Doe,555-123-4567,123 Main St,Suite 100, San Francisco,CA,94105,USA ACC001,jane.smith@acme.com,Jane,Smith,555-987-6543,123 Main St,Suite 100,San Francisco,CA,94105,USA ACC002,bob.johnson@xyz.com,Bob,Johnson,555-456-7890,456 Market St,,New York,NY,10001,USA

Invoice Files

Invoice files contain information about your invoices. These files should include fields such as invoice number, amount, due date, and other invoice-related information.

File Structure

Invoice files must be in CSV format with the following columns:

Example CSV

account_id,invoice_id,amount,outstanding_amount,currency,payment_due_date,transaction_date,discount_amount,discount_date,voucher_id,payment_terms,job_id,job_name ACC001,INV001,1000.00,1000.00,USD,2023-12-31,2023-12-01,50.00,2023-12-15,V001,Net 30,J001,Project Alpha ACC001,INV002,500.00,500.00,USD,2023-12-31,2023-12-05,,,V002,Net 30,, ACC002,INV003,750.00,750.00,USD,2024-01-15,2023-12-15,,,,,J002,Project Beta
 

Credit Adjustment Files

Credit adjustment files should include fields such as adjustment ID, invoice reference, adjustment amount, and other adjustment-related information.

File Structure

Adjustment files must be in CSV format with the following columns:

Example CSV

account_id,adjustment_id,amount,outstanding_amount,currency,payment_due_date,transaction_date,voucher_id,adjustment_invoice_id,job_id,job_name ACC001,ADJ001,-100.00,-100.00,USD,2023-12-31,2023-12-10,V001,INV001,J001,Project Alpha ACC001,ADJ002,-50.00,-50.00,USD,2023-12-31,2023-12-15,,INV002,, ACC002,ADJ003,-75.00,0.00,USD,2024-01-15,2023-12-20,,INV003,J002,Project Beta

After Upload

Once your files are successfully uploaded:

1. The system will process your data
2. You will receive a notification when processing is complete
3. Your data will be available in the Drypowder system

Download payment files

This guide shows you how to download payments files. You can download either a single payment or a collection of payments.

Single Payment

If you want to download a single payment CSV:

1. Choose your receivables account
2. Navigate to Payments
3. Click se the right-side ...  menu
4. Click Download CSV

Multiple Payments

If you want to download a multiple payments in a consolidated CSV:

1. Choose your receivables account
2. Navigate to Payments
3. Select one or more payment rows
4. Click Download CSV button.

Cancel customer payment

This guide shows you how to cancel a customer’s payment. Use the flowchart to determine your course of actions.

Cancel transfer in Moov

Follow the steps in Moov’s cancel payment documentation. It may be too late to cancel the transfer. Read the linked documentation for more instruction on whether you can still cancel.

If you were able to cancel the transfer, or the transfer had failed, proceed to next step, Cancel payment in Drypowder.

If it is too late to cancel the Moov transfer:

1. Initiate a return in Moov. https://docs.moov.io/guides/money-movement/accept-payments/ach/returns/
2. Debit adjustment in your ERP / General Ledger

Cancel payment in Drypowder

You cannot cancel a payment in Drypowder until the Moov transfer has failed or been cancelled.

Navigate to the customer whose payment you need to cancel.

A side drawer dialog should automatically open. If it doesn’t, or if you exit the dialog, click Review Failed Payments open the dialog.

Choose to either terminate or freeze. Use the review failed payments table below to guide your choice.

Use the failed payments table below to determine whether you want to Terminate or Freeze.

You have now cancelled a payment.

Invite customers

Using the same email each time, invite your customer to claim each one of their accounts in Drypowder. The customer can click any of the invite links to register a new user, and then they'll be prompted to claim their payables accounts.

This 67-second video shows how to invite the customer to many accounts, and what happens next.

ECI Spruce: Reconcile Payments and Credit Memos

This guide shows you how to reconcile Drypowder payments and consumed credit memos manually into ECI Spruce.

You will:

1. Download the payment file
2. Enter invoice payments in ECI Spruce Payment Entry
3. Post the payments and the credit memos in ECI Spruce Posting

Download payments file

Follow the instructions in Download Payment Files help doc, then proceed with this guide.

Enter invoice payments in ECI Spruce

Launch your company’s ECI Spruce portal and navigate to Receivables > Payment Entry.

Upload the CSV file into ECI Spruce using the steps in ECI Spruce Payment Entry > Import (F2).

Map the CSV header to the five F1-F5 columns.

Delete the header row that contains column names or Spruce will display an error.

Delete all rows that where document_type = credit_memo. You’ll enter each of these in the posting step.

Click Process to process the imported payment file.

Post the payments and credit memos in ECI Spruce

Launch your company’s ECI Spruce portal and navigate to Receivables > Posting.

Payments

Post the payments entered in the last step, using the instructions in ECI Spruce Posting.

If you have any credit memos to post, proceed to the next step. Otherwise skip.

Credit memos

Use the same instructions as those for payments, but you’ll need to manually select the invoices.

For each credit memo row in the CSV (document_type = credit_memo):

1. In the download file, note the applied_document_id and payment_amount . You’ll enter these values in Spruce.
2. In Spruce, find the invoice that matches the applied_document_id (See Spruce screenshot)
3. Enter the payment_amount in the the Apply column for the matching invoice (See Spruce screenshot)

Post the payments

Click Post (F8). You are done.