NOTE For general information on using imports, see Imports FAQ.
The following tables list the format for importing a header, trailer, or profitability record in Accounts Payable Voucher Import.
Column |
Position |
Field |
Maximum Length |
Format |
Required |
Description |
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:
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
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. |
Column |
Position |
Field |
Maximum Length |
Format |
Required |
Description |
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:
|
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. |
Column |
Position |
Field |
Maximum Length |
Format |
Required |
Description |
A |
1 |
Record Type |
2 |
Character |
Yes |
Enter one of the following values:
|
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. |
Before using this import, the following must be set up:
suppliers
payment terms
general ledger expense accounts
There must be a record of blank space(s) at the end of an import file.