AP Invoice Import Guide - Revision history

Tcampbell at 16:19, 14 December 2022

2022-12-14T16:19:41Z

Tcampbell at 16:16, 14 December 2022

2022-12-14T16:16:58Z

Jared: /* AP Invoice Import Header File Definitions */

2020-10-27T17:15:53Z

‎AP Invoice Import Header File Definitions

Jared: /* AP Invoice Import Header File Definitions */

2020-10-27T17:14:24Z

‎AP Invoice Import Header File Definitions

Freddy at 16:42, 5 June 2019

2019-06-05T16:42:28Z

Freddy at 16:17, 5 June 2019

2019-06-05T16:17:44Z

Freddy at 19:20, 10 January 2019

2019-01-10T19:20:10Z

Freddy at 15:37, 24 October 2018

2018-10-24T15:37:23Z

Freddy at 14:09, 24 October 2018

2018-10-24T14:09:15Z

Freddy at 17:32, 22 October 2018

2018-10-22T17:32:10Z

@@ Line 2: / Line 2: @@
 ==General Data Import Notes==
-Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
+Refer to the '''[[Data Import General Information]]''' page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
@@ Line 10: / Line 10: @@
 ===Timing and Preparation===
-The AP Invoice Import should occur after all vendors have been imported, which should mean that all Address Book setup items have been completed, and all the General Ledger Chart of Accounts has been imported.  The [[Address Book Setup Guide]] covers all of the Rule Maintenance records that should be completed prior to importing vendor records.
+The AP Invoice Import should occur after all vendors have been imported, which should mean that all Address Book setup items have been completed, and all the General Ledger Chart of Accounts has been imported.  The '''[[Address Book Setup Guide]]''' covers all the Rule Maintenance records that should be completed prior to importing vendor records.
-In order to accurately import 1099 amounts associated with AP invoices, all vendors should be set up with the correct 1099 Type in their Remit To attribute screen.  The AP Invoice Import requires the 1099 Type be filled in on the Remit To record.
+To accurately import 1099 amounts associated with AP invoices, all vendors should be set up with the correct 1099 Type in their Remit To attribute screen.  The AP Invoice Import requires 1099 Type be filled in on the Remit To record.
-The AP Invoice Import is generally used to import only the open accounts payable invoices at the time of go-live. However, it is possible to import fully paid historical AP invoice records for reference.  If importing both open and fully paid AP invoices, separate the paid records into a separate import batch.  This will make it simpler to reconcile the open AP invoices.
+The AP Invoice Import is used to import only the open accounts payable invoices at the time of go-live. However, it is possible to import fully paid historical AP invoice records for reference.  If importing both open and fully paid AP invoices, separate the paid records into a separate import batch.  This will make it simpler to reconcile the open AP invoices.
 If performing an AP Check Import, the AP Invoice Import should be completed first, then the AP Check Import.
@@ Line 32: / Line 32: @@
 ==AP Invoice Import File Data Scrubbing==
-Every customer's data will have different issues that need addressing.  Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing.  This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during AP invoice data scrubbing include:
+Every customer's data will have different issues that need addressing.  Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing.  Therefore it is critically important to perform an early import and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during AP invoice data scrubbing include:
 * '''Payment Priority''' - This field may not have a counterpart in the customer's legacy data.  Look for any similar field such as payment type or check type that can be converted to a payment priority equivalent value.  Filter the source data to look for all variations on a corresponding field and make sure each variation is mapped to a hard-code payment priority value.
@@ Line 57: / Line 57: @@
 '''Sage/AccPac/SBT Data:''' This checkbox is no longer used
-'''Validate to TXT file:''' Selecting this box will create an TXT errors file listing any rows that would create errors such as invalid data, or duplicate records. If no errors are found in the file, the import will still process and no error file will be generated. Checking the validate box only prevents the import process if errors are encountered.
+'''Validate to TXT file:''' Selecting this box will create a TXT errors file listing any rows that would create errors such as invalid data, or duplicate records. If no errors are found in the file, the import will still process, and no error file will be generated. Checking the validate box only prevents the import process if errors are encountered.
@@ Line 69: / Line 69: @@
 '''*f3 - PPriority''' - Payment priority value. '2' is the most common entry.
-'''*f4 - PTerms''' - Payment terms for the selected invoice. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete, but could add unwanted records to the TERMS rule.
+'''*f4 - PTerms''' - Payment terms for the selected invoice. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete but could add unwanted records to the TERMS rule.
 '''*f5 - PurAmt''' - Original AP invoice amount
@@ Line 115: / Line 115: @@
 '''f26 - ChkAcc''' - AP Checking GL Account associated with this invoice
-'''f27 - Typ1099''' - This field is not used to set the 1099 Type.  In order to import 1099 amounts with AP Invoices, the vendor's Remit To record must be set up with the default 1099 Type, which will be used for any imported 1099 amounts on AP invoices.
+'''f27 - Typ1099''' - This field is not used to set the 1099 Type.  To import 1099 amounts with AP Invoices, the vendor's '''Remit To''' record must be set up with the default 1099 Type, which will be used for any imported 1099 amounts on AP invoices.
 '''f28 - Descrip''' - AP Invoice Notes value
@@ Line 137: / Line 137: @@
 '''f4 - GLAcnt''' - GL Account associated with each line of distribution detail
-'''f5 - Amount''' - Distribution amount for the associated detail. The control account distribution amount should equal the original invoice amount (puramt) and the balancing distribution details should add up the offsetting balance for the original invoice amount. Credit amounts (generally for the CtrlAcct amount) should be entered with the credit sign in the format -999.99. These amounts are imported as already posted to the general ledger, and they will not create accounting entries.
+'''f5 - Amount''' - Distribution amount for the associated detail. The control account distribution amount should equal the original invoice amount ('''puramt''') and the balancing distribution details should add up the offsetting balance for the original invoice amount. Credit amounts (generally for the CtrlAcct amount) should be entered with the credit sign in the format -999.99. These amounts are imported as already posted to the general ledger, and they will not create accounting entries.
 '''f6 - CtrlAcct''' - Enter 'Y' to code the line as the payable control account distribution entry. This sets the GL Account and the Amount as the Control Account entries in the GL Distribution tab. Leaving the CtrlAcct field empty sets the associated line as a balancing distribution entry.  Each imported invoice should have a Ctrl Acct amount that matches the total of all distribution lines linked to the same invoice.
@@ Line 153: / Line 153: @@
 Run the AP Aging Report and compare the open AP balance against the AP control account GL balance.  If the source data was provided along with a clear GL cutoff balance, the two balances should be equal. Look for any data issues, such as incorrect aging, or missing details.
-Run the AP Invoice Report and compare against imported data. Make sure all records and all data fields report as expected.
+Run the AP Invoice Report and compare it against imported data. Make sure all records and all data fields report as expected.
 Run the Approve AP Invoices process and spot-check a few individual invoices for approval balances and settings. Try approving a single invoice using the 'A2P' button and look for any issues with approval amounts.
@@ Line 178: / Line 178: @@
-[[Category: Accounts Payable]]
+[[Category: Accounts Payable]] [[Category: Import Guides]]

← Older revision		Revision as of 16:16, 14 December 2022
Line 1:		Line 1:
−		+	__NOTOC__
	==General Data Import Notes==		==General Data Import Notes==

@@ Line 63: / Line 63: @@
 ==AP Invoice Import Header File Definitions==
-*'''f1 - Invno''' - AP invoice number
+'''*f1 - Invno''' - AP invoice number
-*'''f2 - Vendno''' - Vendor number in Adjutant
+'''*f2 - Vendno''' - Vendor number in Adjutant
-*'''f3 - PPriority''' - Payment priority value. '2' is the most common entry.
+'''*f3 - PPriority''' - Payment priority value. '2' is the most common entry.
-*'''f4 - PTerms''' - Payment terms for the selected invoice. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete, but could add unwanted records to the TERMS rule.
+'''*f4 - PTerms''' - Payment terms for the selected invoice. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete, but could add unwanted records to the TERMS rule.
-*'''f5 - PurAmt''' - Original AP invoice amount
+'''*f5 - PurAmt''' - Original AP invoice amount
 '''f6 - PaidAmt''' - Cumulative amount paid toward this invoice. If also importing an AP Check file, this amount should match the total of all non-void checks linked to the invoice.
-*'''f7 - Balance''' - AP invoice open balance
+'''*f7 - Balance''' - AP invoice open balance
 '''f8 - UDRef''' - AP invoice reference #
-*'''f9 - APAcc''' - AP payable GL account stored in the APMAST table.  This is used for selecting AP invoice records by payable account on some reports. This value should match the account flagged as the control account in the AP Invoice Distribution import.
+'''*f9 - APAcc''' - AP payable GL account stored in the APMAST table.  This is used for selecting AP invoice records by payable account on some reports. This value should match the account flagged as the control account in the AP Invoice Distribution import.
-*'''f10 - PurDate''' - AP Invoice Date value
+'''*f10 - PurDate''' - AP Invoice Date value
-*'''f11 - TranDte''' - AP invoice Post Date value
+'''*f11 - TranDte''' - AP invoice Post Date value
-*'''f12 - DueDate''' - AP invoice Due Date value
+'''*f12 - DueDate''' - AP invoice Due Date value
 '''f13 - DisDate''' - AP invoice Discount Date value

@@ Line 63: / Line 63: @@
 ==AP Invoice Import Header File Definitions==
-'''f1 - Invno''' - AP invoice number
+*'''f1 - Invno''' - AP invoice number
-'''f2 - Vendno''' - Vendor number in Adjutant
+*'''f2 - Vendno''' - Vendor number in Adjutant
-'''f3 - PPriority''' - Payment priority value. '2' is the most common entry.
+*'''f3 - PPriority''' - Payment priority value. '2' is the most common entry.
-'''f4 - PTerms''' - Payment terms for the selected invoice. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete, but could add unwanted records to the TERMS rule.
+*'''f4 - PTerms''' - Payment terms for the selected invoice. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete, but could add unwanted records to the TERMS rule.
-'''f5 - PurAmt''' - Original AP invoice amount
+*'''f5 - PurAmt''' - Original AP invoice amount
 '''f6 - PaidAmt''' - Cumulative amount paid toward this invoice. If also importing an AP Check file, this amount should match the total of all non-void checks linked to the invoice.
-'''f7 - Balance''' - AP invoice open balance
+*'''f7 - Balance''' - AP invoice open balance
 '''f8 - UDRef''' - AP invoice reference #
-'''f9 - APAcc''' - AP payable GL account stored in the APMAST table.  This is used for selecting AP invoice records by payable account on some reports. This value should match the account flagged as the control account in the AP Invoice Distribution import.
+*'''f9 - APAcc''' - AP payable GL account stored in the APMAST table.  This is used for selecting AP invoice records by payable account on some reports. This value should match the account flagged as the control account in the AP Invoice Distribution import.
-'''f10 - PurDate''' - AP Invoice Date value
+*'''f10 - PurDate''' - AP Invoice Date value
-'''f11 - TranDte''' - AP invoice Post Date value
+*'''f11 - TranDte''' - AP invoice Post Date value
-'''f12 - DueDate''' - AP invoice Due Date value
+*'''f12 - DueDate''' - AP invoice Due Date value
 '''f13 - DisDate''' - AP invoice Discount Date value
@@ Line 123: / Line 123: @@
 '''f30 - Voucher''' - AP invoice Voucher field value
-'''f31 - VRemitTo''' - Remit To organization number
+*'''f31 - VRemitTo''' - Remit To organization number
 ==AP Invoice Import Distribution File Definitions==

@@ Line 139: / Line 139: @@
 '''f4 - GLAcnt''' - GL Account associated with each line of distribution detail
-'''f5 - Amount''' - Distribution amount for the associated detail. The control account distribution amount should equal the original invoice amount (puramt) and the balancing distribution details should use
+'''f5 - Amount''' - Distribution amount for the associated detail. The control account distribution amount should equal the original invoice amount (puramt) and the balancing distribution details should add up the offsetting balance for the original invoice amount. Credit amounts (generally for the CtrlAcct amount) should be entered with the credit sign in the format -999.99. These amounts are imported as already posted to the general ledger, and they will not create accounting entries.
 '''f6 - CtrlAcct''' - Enter 'Y' to code the line as the payable control account distribution entry. This sets the GL Account and the Amount as the Control Account entries in the GL Distribution tab. Leaving the CtrlAcct field empty sets the associated line as a balancing distribution entry.  Each imported invoice should have a Ctrl Acct amount that matches the total of all distribution lines linked to the same invoice.

← Older revision		Revision as of 19:20, 10 January 2019
Line 1:		Line 1:

−	==General Import ~~Template File~~ Notes==	+	==General Data Import Notes==

−	*Template files are typically generated from their respective Import screen using an 'Export Template' button.	+	Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
−	*Using the 'Export Template' button from an updated system will help ensure that you are using the most up-to-date import file, and will help avoid errors.
−	*Templates generally (but not in all cases) contain 3 rows of header information.
−	**The first row is generally labelled with f1 through f## and is used to give a consistent column id to ~~each data column. Do not remove this row unless instructed.~~
−	**The second row is labelled with the ~~column data/field name. The values in this row are used~~ for ~~the file mapping screen. Editing these values is generally not needed~~ and ~~may make the field mapping process difficult.~~
−	**The third row (if present) is labelled either with the same values from row 2, ~~or with more detailed field descriptions. The third row is available to create a customer-friendly name for the associated data column.~~
−	***The third row should be removed from the source file prior to importing. It will cause errors since it will be treated as ~~the first import record on the file.~~
−	Import files MUST always be saved as ~~'Microsoft Excel 5.0/95 Workbook (.xls)' format until further notice. The import screens will generate errors if the file type is not correct.~~
−
−	*It is a good idea to ~~perform a Mapping Table Import~~ using ~~a current source list before beginning on any imports. Without a current mapping table,~~ the ~~quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system. It does not need to be run before each import.~~
−	**Export a current ~~list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant~~ for ~~an updated file).~~
−	**Perform a Mapping Table Import on the target system with the XLS file from the step above.

← Older revision		Revision as of 15:37, 24 October 2018
Line 192:		Line 192:

	[[Category: Accounts Payable]]		[[Category: Accounts Payable]]
−	[[Category: ~~Conversion~~ Guides]]	+	[[Category: Import Guides]]

@@ Line 3: / Line 3: @@
 *Template files are typically generated from their respective Import screen using an 'Export Template' button.
-*Using the 'Export Template' button from an updated system will help ensure that you provide the customer with the most up-to-date import file, and will help avoid errors.
+*Using the 'Export Template' button from an updated system will help ensure that you are using the most up-to-date import file, and will help avoid errors.
 *Templates generally (but not in all cases) contain 3 rows of header information.
 **The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
-**The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the mapping process difficult.
+**The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the field mapping process difficult.
-**The third row is labelled with the same values from row 2, an is available to create a customer-friendly name for the associated data column.
+**The third row (if present) is labelled either with the same values from row 2, or with more detailed field descriptions.  The third row is available to create a customer-friendly name for the associated data column.
 ***The third row should be removed from the source file prior to importing.  It will cause errors since it will be treated as the first import record on the file.
 *Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.
-*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports.  Without a current mapping table, the quality of imports can be compromised.
+*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports.  Without a current mapping table, the quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system.  It does not need to be run before each import.
-**Export a current list from a good source (such as ABIS)
+**Export a current list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant for an updated file).
-**Perform a Mapping Table Import on the target system with the XLS file from the step above
+**Perform a Mapping Table Import on the target system with the XLS file from the step above.

← Older revision		Revision as of 17:32, 22 October 2018
Line 175:		Line 175:


−	==~~Vendor~~ Import Additional Steps==	+	==AP Invoice Import Additional Steps==

	There are no additional steps required to complete the AP Invoice import. The AP Check Import can be run after the AP Invoice Import, if requested.		There are no additional steps required to complete the AP Invoice import. The AP Check Import can be run after the AP Invoice Import, if requested.