Accounts Payable Voucher Import Format

A

1

Record Type

1

Character

Yes

Enter H to specify a header record.

B

2

Currency

8

Character

No

Enter a valid currency for the voucher. The currency must be set up in Currency Maintenance. If this field is blank, it defaults to the default currency for the voucher's supplier.

C

3

Supplier Code

15

Character

Yes

Enter the supplier code of the supplier for which you are importing a voucher. This field is validated.

D

4

Reference Number

20

Character

Yes

Enter the reference number for the voucher.

Note This number cannot be duplicated for the same supplier code.

E

5

Purchase Order Number

12

Character

Yes, only if you are reconciling the imported voucher with a purchase order or creating an inbound voucher

Enter the purchase order number associated with the voucher.

F

6

Voucher Type

2

Character

No

Enter one of the following values to indicate the voucher is for an invoice, credit memo, or debit memo:

• IN - invoice

• CM - credit memo

• DM - debit memo

If this is blank, it defaults to IN.

G

7

Voucher Date

10

99/99/9999

No

Enter a valid date for the voucher. If this is blank, it defaults to the current date.

H

8

Entered Date

10

99/99/9999

No

Enter a valid entry date for the voucher. If this is blank, it defaults to the current date.

I

9

Accounts Payable Amount

18

>>>,>>>,>>>,>>9.99

Yes

Enter the amount of the voucher.

J

10

Payment Terms

12

Character

Yes

Enter a valid payment terms code for the voucher. This field is validated. For information on setting up payment terms codes, see Payment Terms Maintenance.

K

11

Freight ID

12

Character

No

Enter the SCAC code of the freight company if the voucher is from a freight company.

L

12

Payment Method

17

Character

Yes

Enter a valid payment method for the voucher. You must enter one of the following values

• ACH

• Automatic Draft

• Banker Acceptance

• Cash

• Check

• Credit Card

• Direct Deposit

• Exchange

• Manual

• Other

• Pre-Paid

• Transfer

• Wire

NOTE You can only enter Direct Deposit if a bank account is set up for the voucher's supplier.

M

13

Discount Amount

14

>>>,>>>,>>9.99

No

Enter a discount amount if applicable (or leave this field blank to have the system calculate the discount amount from the payment terms code).

N

14

Discount Date

10

99/99/9999

No

Enter a discount date if entering a discount amount (or leave this field blank to have the system calculate the discount date from the payment terms code).

O

15

Due Date

10

99/99/9999

No

Enter a valid due date for the voucher (or leave this field blank to have the system calculate the due date from the payment terms code).

P

16

On Hold

3

Yes/No

No

Enter Yes if the voucher is on hold. This field defaults to No.

Q

17

On Hold Date

10

99/99/9999

No

Enter a date if the voucher is on hold.

R

18

Posting Period

2

Character

No

Enter a valid, open posting period. If this is blank, it defaults to the current accounts payable period.

S

19

Posting Year

4

Character

No

Enter a valid, open posting year. If this is blank, it defaults to the current accounts payable year.

T

20

Accounts Payable Account

29

Character

No

Enter a valid accounts payable general ledger account number for the voucher. The account must be an A/P Trade category account. If this is blank, it defaults to the default A/P Trade account.

U

21

Remit-to Name

30

Character

Yes, only if you want to import data for the remit-to address fields (positions 22-29 and 31)

Enter the remit-to address name for the voucher. If this field is blank, the default supplier remit-to address information is used.

V

22

Remit-to First Address Line

30

Character

Yes, only if a remit-to name is entered for the Remit-to Name field (position 21)

Enter the first line of the remit-to address for the voucher. If this field is blank, the default supplier remit-to address information is used.

W

23

Remit-to Second Address Line

30

Character

No

Enter the second line of the remit-to address for the voucher. If this field is blank, the default supplier remit-to address information is used.

X

24

Remit-to Third Address Line

30

Character

No

Enter the third line of the remit-to address for the voucher. If this field is blank, the default supplier remit-to address information is used.

Y

25

Remit-to City

40

Character

Yes, only if a remit-to name is entered for the Remit-to Name field (position 21)

Enter the city of the remit-to address for the voucher. If this field is blank, the default supplier remit-to address information is used.

Z

26

Remit-to Country

10

Character

Yes, only if a remit-to name is entered for the Remit-to Name field (position 21)

Enter a valid country of the remit-to address for the voucher. If this field is blank, the default supplier remit-to address information is used.

AA

27

Remit-to Phone

11

Character

No

Enter the phone number associated with the remit-to address for the voucher. If this field is blank, the default supplier remit-to address information is used. The format of the telephone number is set up in Country Maintenance.

AB

28

Remit-to State/Province

3

Character

Yes, only if a remit-to name is entered for the Remit-to Name field (position 21)

Enter a valid state or province of the remit-to address for the voucher. If this field is blank, the default supplier remit-to address information is used.

AC

29

Remit-to Postal Code

10

Character

Yes, only if a remit-to name is entered for the Remit-to Name field (position 21)

Enter the postal code of the remit-to address for the voucher. If this field is blank, the default supplier remit-to address information is used.

The format of the postal code is set up for the country in Country Maintenance, and can optionally be set up to be validated. For more information on postal codes, see Postal Code Maintenance.

AD

30

Status

6

Character

No

Enter the voucher status. You must enter one of the following values: Open or Closed. If this is blank, it defaults to Open.

AE

31

Remit-to County

20

Character

No

Enter the county of the remit-to address for the voucher. If this field is blank, the default supplier remit-to address information is used.

AF

32

VAT Status Code

20

Character

No

Enter the VAT status code for the voucher. For information on setting up VAT statuses, see VAT Status Maintenance.

AG

33

VAT Status Country Code

10

Character

No

Enter a valid country for the voucher's VAT status. For information on setting up countries, see Country Maintenance.

AH

34

Cash Account

29

Character

No

Enter a valid cash general ledger account number for the voucher. The account must be a Cash category account.

AI

35

Use Override Exchange Rate

3

Yes/No

No

Enter Yes if you want to specify an override exchange rate for the voucher.

AJ

36

Override Currency Exchange Rate

14

>>>>9.99<<<<<<

No

Enter the exchange rate for the voucher if you entered Yes for the Use Override Exchange Rate field (position 35).

AK

37

Inbound

3

Yes/No

No

Enter Yes if the voucher is an inbound voucher used for products that are not yet received into the warehouse. Enter No if the voucher is not an inbound voucher. If this field is blank, it defaults to No.

AL

38

Container Code

400

Character

No

Enter one or more valid container codes for the voucher, separated by | characters.

EXAMPLE CNT000000142|CNT000000143

AM

39

VAT Date

10

99/99/9999

No

Enter the VAT date used to determine the exchange rate for the voucher. If this field is blank, it defaults to the voucher date.

AN

40

VAT ID

16

Character

No

Enter your company's VAT ID for the voucher. For information on setting up VAT IDs, see VAT ID Maintenance.

A

1

Record Type

1

Character

Yes

Enter T to specify a trailer record.

B

2

General Ledger Account

29

Character

Yes

Enter a valid general ledger expense account number for the voucher.

NOTE If you are importing a reconciliation adjustment voucher, enter the accounts payable clearing account, in transit account, or prepayment account for the reconciliation adjustment entry.

C

3

General Ledger Amount

18

>>>,>>>,>>>,>>9.99

Yes

Enter the general ledger distribution amount.

NOTE If you are importing a reconciliation adjustment voucher, enter the amount for the accounts payable clearing account, in transit account, or prepayment account for the reconciliation adjustment entry. This can be a positive or negative amount. The opposite amount is adjusted for the offset or VAT clearing account.

D

4

Purchase Order Number

12

Character

Yes, only if reconciling a purchase order with the voucher, or creating a reconciliation adjustment entry that is not for a prepayment

Enter the purchase order number associated with the voucher.

E

5

Project Number

15

Character

No

Enter a valid project number. This field is validated.

F

6

VAT Entry

3

Yes/No

No

Enter Yes or Y if the record includes VAT.

NOTE If this is Yes or Y, you cannot enter Yes for the VAT Exempt field (position 18).

Enter No or N if the record does not include VAT.

Note You cannot reconcile purchase orders that include VAT.

If this is blank, it defaults to No.

G

7

VAT Class Code

20

Character

No

Enter a valid VAT class code for the voucher if it includes VAT. For information on setting up VAT class codes, see VAT Class Maintenance. If this field is blank, it defaults to the default accounts payable VAT class entered in Account Maintenance for the entered accounts payable account, or if no VAT class is entered for the account, the default entered in Tax Control Maintenance.

H

8

VAT Class Country Code

10

Character

No

Enter a valid country for the voucher's VAT class. For information on setting up countries, see Country Maintenance. If this field is blank, it defaults from Account Maintenance for the entered accounts payable account, User Extended Options, or Tax Control Maintenance.

I

9

Remark

100

Character

No

Enter a remark for the account entry.

J

10

This field is not used.

K

11

This field is not used.

L

12

Reconciliation Adjustment Type

12

Character

Yes, only if creating a reconciliation adjustment entry

Enter one of the following values to indicate the type of reconciliation adjustment entry:

• A/P Clearing - Adjust amounts in an accounts payable clearing account and an offset account.

• VAT Clearing - Adjust amounts in an accounts payable clearing account and a VAT clearing account.

• Drop Ship - Adjust amounts in an in transit account and an offset account.

• Prepayment - Adjust amounts in a prepayment account and an offset account.

M

13

Offset Account

29

Character

Yes, only if creating a reconciliation adjustment entry

Enter a valid offset account or VAT clearing account for the reconciliation adjustment entry.

NOTE This field is only used if a value is entered for the Reconciliation Adjustment Type field (position 12).

N

14

Purchase Order Line Number

4

>>>9

Yes, only if creating a drop-ship type reconciliation adjustment entry

Enter a valid purchase order line number for the reconciliation adjustment entry.

NOTE This field is only used if Drop Ship is entered for the Reconciliation Adjustment Type field (position 12).

O

15

Receipt Number

12

Character

Yes, only if creating an accounts payable clearing or VAT clearing type reconciliation adjustment entry

Enter a valid receipt number for the reconciliation adjustment entry.

NOTE This field is only used if A/P Clearing or VAT Clearing is entered for the Reconciliation Adjustment Type field (position 12).

P

16

Release Number

4

>>>9

Yes, only if creating an accounts payable clearing or VAT clearing type reconciliation adjustment entry for a blanket purchase order

Enter a valid release number for the reconciliation adjustment entry.

NOTE This field is only used if A/P Clearing or VAT Clearing is entered for the Reconciliation Adjustment Type field (position 12).

Q

17

Associated Voucher Number

8

>>>>>>>9

Yes, only if creating a prepayment type reconciliation adjustment entry

Enter the prepayment voucher number associated with the reconciliation adjustment entry.

NOTE This field is only used if Prepayment is entered for the Reconciliation Adjustment Type field (position 12).

R

18

VAT Exempt

3

Yes/No

No

Enter Yes if the entry is exempt from VAT.

NOTE If this is Yes, you cannot enter Yes or Y for the VAT Entry field (position 6).

Note You cannot reconcile purchase orders that are exempt from VAT.

S

19

VAT Exempt Reason Code

20

Character

Yes, only if Yes is entered for the VAT Exempt field (position 18)

Enter a valid VAT exempt reason code if the entry is exempt from VAT. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance.

T

20

VAT Exempt Country Code

10

Character

Yes, only if Yes is entered for the VAT Exempt field (position 18)

Enter a valid country code if the entry is exempt from VAT.

A

1

Record Type

2

Character

Yes

Enter one of the following values:

• CP - to specify a customer profitability record.

• PP - to specify a product profitability record

• SP - to specify a supplier profitability record

B

2

Customer/Product/Supplier Code

40

Character

Yes

Enter a customer, product, or supplier code for the profitability record.

C

3

Profitability General Ledger Account

29

Character

Yes

Enter a valid general ledger account number for the profitability record. This is the account displayed on the Profitability tab in A/P and Expense Accounts Entry.

D

4

Amount

15

->>>,>>>,>>9.99

Yes

Enter a profitability amount to associate with the voucher.

E

5

General Ledger Account

29

Character

Yes

Enter a valid general ledger account for which the profitability record is associated. This is the account displayed on the Inquiry tab in A/P and Expense Accounts Entry.