Accounts Payable Voucher Import

Menu Path: System Administration $Images\bluerarw.gif$ Imports $Images\bluerarw.gif$ Financial $Images\bluerarw.gif$ Accounts Payable Voucher Import

Purpose

Import accounts payable vouchers from an external file and optionally reconcile the vouchers to purchase orders.

Overview

Use Accounts Payable Voucher Import to create (and optionally reconcile) accounts payable vouchers instead of using Voucher Entry. Each import session will create its own unique batch. Each voucher in the import file can belong to any open posting period/year combination.

For general ledger posting of imported vouchers, use Accounts Payable Post. You can import even if Direct Post is selected as the Posting Option in Accounts Payable Control Maintenance. If this option is selected, direct posting will be ignored and you will have to manually post the batch.

Note If using this import for a one-time conversion where no general ledger posting is desired, make sure that the voucher trailer expense account is the same as the voucher header accounts payable general ledger account.

For import format information, see Accounts Payable Voucher Import Format.

Importing Vouchers

To import vouchers:

Select whether you want to validate and import valid data from a file, validate and import all data from a file if it is all valid, or only validate data in a file.
If you are importing data, use the ribbon to select a batch ID for the imported vouchers.
Enter or select the accounts payable voucher import file name.
If you are importing data from Certify, select the Import Certify Expense File check box, and verify all settings in the Certify Import Options section are correct.

Note These options are only available if you have licensed integration with Certify. For more information, see Integrating with Certify.

If you want to reconcile the vouchers to purchase orders, select the Reconcile to PO check box, and enter an acceptable variance amount in the Variance Amount field.
Click the Print Options tab, and select output options for the import report.
Click the Import or Validate button in the ribbon to start the import and/or validation process. The Importing dialog box appears. The Current Status field displays the status of the import, including any error messages.

If the import file format is not correct, the import is not completed.

You can import from the following file types:

Excel (.xls, .xlsx, .xlsm, or .xlsb)

Note If you import from an Excel workbook that contains multiple worksheets, data is only imported from the first worksheet in the workbook.

comma-separated list (.csv)
text (.txt)
data (.dat)

Note To import a .csv file, enter your data in Excel, and then save the worksheet as a .csv file. Each field in a .txt or .dat file must be separated by a caret (^) character. There should be no spaces between each field in a .csv, .txt, or .dat file.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Accounts Payable Voucher Import window.
Import	Click this button to start the import process. This button is only available if you select the Import Valid Data (Skip Errors) or Import if all Data is Valid radio button.
Validate	Click this button to start the validation process. This button is only available if you select the Validate Only radio button.
Import Override Maintenance	Click this button to display Import Override Maintenance, which allows you to set the default processing and file type options for the import window.

Ribbon Batch Tab Buttons

Button	Description
Select	Click this button to display Select a New Batch, which allows you to select a previously created batch.
Open	Click this button to display Open a New Batch, which allows you to create a new batch.
Close	Click this button to display Close A Batch, which allows you to close a batch.
Edit	Click this button to display Edit A Batch, which allows you to edit an existing batch.

Main Tab Fields and Buttons

Field or Button	Description
Processing Options	Select one of the following processing options: Import Valid Data (Skip Errors) - Verify the data in the selected file, and load any records that are valid into the database. Import if all Data is Valid - Verify the data in the selected file, and if all data is valid, load the data into the database. Validate Only - Verify the data in the selected file (without importing it).
Import Certify Expense File	Select this check box if you are importing accounts payable vouchers from Certify. This check box is only available if you have licensed integration with Certify. For more information, see Integrating with Certify.
Reconcile to PO	Select this check box to reconcile the imported vouchers to purchase orders specified in the import file. Note You cannot reconcile purchase orders that include VAT, or that are VAT exempt. If you select this check box and any errors occur in the voucher import or the reconciliation, the voucher is not imported. Note The amount reconciled with a purchase order is the amount of the header record for each voucher minus the sum of the amounts of all related trailer records.
Batch #	This field displays the batch number to which you are importing vouchers. To change the value in this field, click the Select button on the Batch tab in the ribbon.
Variance Amount	Enter an acceptable variance amount for reconciliation between vouchers and purchase orders. Reconciliation only occurs if the total amount of the imported header record minus the total amount of all related trailer records varies from the purchase order by no more than this variance amount. This field is only enabled if you select the Reconcile to PO check box. Note If the total amount of a voucher does not equal the total amount of received purchase orders, the variance is divided proportionally over the purchase order lines based on the receipt cost.
A/P File Name	Enter the path and file name containing the data to be imported, or click the Lookup button to navigate to and select the file.
Current Status	This field displays the current status of the import in progress.
Period	Click the Lookup button to select a valid, open posting period for vouchers created from Certify data. This field defaults to the current accounts payable period. This field is only available if you select the Import Certify Expense File check box.
Year	Click the Lookup button to select a valid, open posting year for vouchers created from Certify data. This field defaults to the current accounts payable year. This field is only available if you select the Import Certify Expense File check box.
A/P Account	Enter a valid accounts payable general ledger account number for vouchers created from Certify data, or click the Lookup button to select an account number. This field defaults to the system default accounts payable account. The account must be an A/P Trade category account. This field is only available if you select the Import Certify Expense File check box.
Cash Account	Enter a valid cash general ledger account number for vouchers created from Certify data, or click the Lookup button to select an account number. This field defaults to the system default cash account. The account must be a Cash category account. This field is only available if you select the Import Certify Expense File check box.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.