Importing with Gateways

Introduction

Parts invoice data is typically structured in a universally understood format; however, each DMS (Dealer Management System) presents its own collection of nuances and requirements for proper reconciliation. Furthermore, every dealer has unique workflows, making it necessary to implement special configurations within DealerClear to guarantee accurate transaction matching.

To address these complexities, invoice data is standardized through a configuration model known as the Invoice Gateway. This process ensures that invoice records are properly formatted, enabling accurate reconciliation and seamless integration with the rest of your dealership’s accounting processes.

The Invoice Gateway is a flexible configuration file that acts as a bridge between raw invoice data from your DMS and DealerClear’s standardized format. It defines how incoming invoice data should be interpreted, normalized, and routed to your ledger for reconciliation.

Key Functions

Field Mapping
Aligns raw data fields (e.g., "Invoice #", "Order ID", "Control #") with DealerClear’s standardized schema.
Data Validation
Ensures all required fields are present and conform to expected formats.
Conditional Logic
Allows for special handling of invoices based on dealer-specific rules (e.g., combining parent and child invoices, handling missing data, etc.).
Error Reporting
Flags and reports issues with data that may prevent reconciliation, providing guidance on how to resolve them.

Creating Invoice Gateway

The best strategy for setting up a new invoice gateway, or modifying an existing one, is to contact support. Our support staff is prepared to work with you on building your invoice gateway to fit seamlessly into the DealerClear standardized invoice schema.

Future Release Note

Cass, our AI assistant, is currently learning how to build these workflows simply by looking at your invoice upload (raw) and asking a few follow up prompts to you for clarity on field mapping. Cass will be the best strategy after this feature is released.

Advanced Setup

Invoice Gateway Model

The Invoice Gateway model consists of FieldConfig's for each important field on the Invoice.
The fields that appear on the InvoiceGateway:

Field	Datatype	Required	Description
account_id	text	YES	The account number you use in your DMS
invoice_id	text	YES	The invoice number (primary id) for the invoice
date	date	YES	The date the invoice was closed
total_sale	number	YES	The total sale amount on the invoice
total_cost	number	NO	The total cost on the invoice
order_number	text	YES	The order number / po number that is used to match to transactions
control_number	text	YES	The control number used by your DMS when the invoice gets posted
notes	text	NO	The invoice notes (if any)

Example Configuration

Here’s an example of what an Invoice Gateway configuration might look like:

{
    "account_id": {
        "source_field": "ACCT"
    },
    "control_number": {
        "source_field": "RECID",
        "modifiers": [
            {
                "mod": "str__replace",
                "param": "CM",
                "sort_key": 0
            }
        ]
    }
}

In this example, the account ID is pulled directly from the source file's ACCT field. The control number is a little more nuanced, as it requires modification to the output. The modifier removes any instance of the value "CM" from the RECID column. For example, CM954624 would become 954624.

Note

The creation and management of your Invoice Gateway is done by DealerClear, however you have the power to edit and improve upon as you see fit. If you have specific requests concerning your Invoice Gateway, please Contact Support.

Introduction​

Key Functions​

Creating Invoice Gateway​

Advanced Setup​

Invoice Gateway Model​

Example Configuration​