NOTE For general information on using imports, see Imports FAQ.
The format for the Accounts Receivable Paid Invoice Import consists of a data file containing several records.
The import file may include three types of records: (H)eader, (I)tem and (M)iscellaneous.
One (H)eader record is required for each accounts receivable invoice being imported. A (H)eader record is required to have at least one (I)tem or one (M)iscellaneous record; but may have multiple of each.
(I)tem records are used for product/service line item detail on an invoice (one (I)tem record for each product/service line item on an accounts receivable invoice).
(M)iscellaneous records are used for additional charges in Apprise. (I)tem and (M)iscellaneous records must immediately follow the related (H)eader record in the file.
The following tables lists the format for importing a header, item, or miscellaneous record.
|
Column |
Position |
Field |
Maximum Length |
Format |
Required |
Description |
|
A |
1 |
Record Type |
1 |
Character |
Yes |
Enter H to specify a header record. |
|
B |
2 |
Customer Code |
12 |
Character |
Yes |
Enter a valid customer code. For information on setting up customer codes, see Customer Maintenance. |
|
C |
3 |
Reference Type |
2 |
Character |
No |
Enter one of the following reference types:
If this field is blank, it defaults to IN. |
|
D |
4 |
Reference Number |
12 |
Character |
Yes |
Enter a reference number (invoice number). The reference number must be unique. |
|
E |
5 |
Customer Purchase Order Number |
20 |
Character |
No |
Enter the customer purchase order number. |
|
F |
6 |
Total Amount |
19 |
->>>,>>>,>>>,>>9.99 |
Yes |
Enter the total monetary amount of the accounts receivable invoice. This amount must equal the sum of item and miscellaneous records for the invoice (including VAT if applicable). A positive amount increases accounts receivable and a negative amount decreases accounts receivable. |
|
G |
7 |
Currency |
8 |
Character |
No |
Enter the invoice currency. If this field is left blank, the currency defaults from the customer record. |
|
H |
8 |
Sales Type |
8 |
Character |
No |
Enter the sales type of the invoice. |
|
I |
9 |
Reference Date |
10 |
99/99/9999 |
Yes |
Enter the reference (invoice) date. |
|
J |
10 |
Due Date |
10 |
99/99/9999 |
Yes |
Enter the invoice due date. |
|
K |
11 |
Payment Terms |
12 |
Character |
No |
Enter a valid payment terms code. For information on setting up payment terms codes, see Payment Terms Maintenance. If this field is blank, the payment terms code defaults from the customer record. |
|
L |
12 |
Ship-To Address Name |
30 |
Character |
No |
Enter the ship-to address name for the invoice. If this field is blank, then all ship-to address data defaults from the customer's default ship-to address. |
|
M |
13 |
Ship-To Address 1 |
30 |
Character |
No |
Enter the first line of the ship-to address for the invoice. If this field is blank, it defaults from the customer's default ship-to address. |
|
N |
14 |
Ship-To Address 2 |
30 |
Character |
No |
Enter the second line of the ship-to address for the invoice. If this field is blank, it defaults from the customer's default ship-to address. |
|
O |
15 |
Ship-To Address 3 |
30 |
Character |
No |
Enter the third line of the ship-to address for the invoice. If this field is blank, it defaults from the customer's default ship-to address. |
|
P |
16 |
Ship-To City |
40 |
Character |
No |
Enter the city of the ship-to address for the invoice. If this field is blank, it defaults from the customer's default ship-to address. |
|
Q |
17 |
Ship-To State/Province |
3 |
Character |
No |
Enter the state or province of the ship-to address for the invoice. If this field is blank, it defaults from the customer's default ship-to address. This field is validated. You must enter a valid state or province. |
|
R |
18 |
Ship-To Postal Code |
11 |
Character |
No |
Enter the postal code of the ship-to address for the invoice. If this field is blank, it defaults from the customer's default ship-to address. 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 information on setting up postal codes, see Postal Code Maintenance. |
|
S |
19 |
Ship-To Country |
10 |
Character |
No |
Enter the country of the ship-to address for the invoice. If this field is blank, it defaults from the customer's default ship-to address. This field is validated. You must enter a valid country. |
|
T |
20 |
Ship-To Phone Number |
12 |
Character |
No |
Enter the phone number of the ship-to address for the invoice. If this field is blank, it defaults from the customer's default ship-to address. The format of the telephone number is set up in Country Maintenance. |
|
U |
21 |
Ship-To Fax Number |
12 |
Character |
No |
Enter the fax number of the ship-to address for the invoice. If this field is blank, it defaults from the customer's default ship-to address. The format of the telephone number is set up in Country Maintenance. |
|
V |
22 |
Bill-To Address Name |
30 |
Character |
No |
Enter the bill-to address name for the invoice. If this field is left blank then all bill-to address data defaults from the customer's default bill-to address. |
|
W |
23 |
Bill-To Address 1 |
30 |
Character |
No |
Enter the first line of the bill-to address for the invoice. If this field is blank, it defaults from the customer's default bill-to address. |
|
X |
24 |
Bill-To Address 2 |
30 |
Character |
No |
Enter the second line of the bill-to address for the invoice. If this field is blank, it defaults from the customer's default bill-to address. |
|
Y |
25 |
Bill-To Address 3 |
30 |
Character |
No |
Enter the third line of the bill-to address for the invoice. If this field is blank, it defaults from the customer's default bill-to address. |
|
Z |
26 |
Bill-To City |
40 |
Character |
No |
Enter the city of the bill-to address for the invoice. If this field is blank, it defaults from the customer's default bill-to address. |
|
AA |
27 |
Bill-To State/Province |
3 |
Character |
No |
Enter the state or province of the bill-to address for the invoice. If this field is blank, it defaults from the customer's default bill-to address. This field is validated. You must enter a valid state or province. |
|
AB |
28 |
Bill-To Postal Code |
11 |
Character |
No |
Enter the postal code of the bill-to address for the invoice. If this field is blank, it defaults from the customer's default bill-to address. 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 information on setting up postal codes, see Postal Code Maintenance. |
|
AC |
29 |
Bill-To Country |
10 |
Character |
No |
Enter the country of the bill-to address for the invoice. If this field is blank, it defaults from the customer's default bill-to address. This field is validated. You must enter a valid country. |
|
AD |
30 |
Bill-To Phone Number |
12 |
Character |
No |
Enter the phone number of the bill-to address for the invoice. If this field is blank, it defaults from the customer's default bill-to address. The format of the telephone number is set up in Country Maintenance. |
|
AE |
31 |
Bill-To Fax Number |
12 |
Character |
No |
Enter the fax number of the bill-to address for the invoice. If this field is blank, it defaults from the customer's default bill-to address. The format of the telephone number is set up in Country Maintenance. |
|
AF |
32 |
Discount Amount |
18 |
->>,>>>,>>>,>>9.99 |
No |
Enter the invoice discount amount. |
|
AG |
33 |
Sales Tax |
18 |
>>>,>>>,>>>,>>9.99 |
No |
Enter the sales tax amount. |
|
AH |
34 |
Sales Location |
3 |
Character |
Yes, only if a customer has no default sales location |
Enter a valid sales location prefix. If this field is left blank, the sales location defaults from the customer default. |
|
AI |
35 |
Invoice Notes |
255 |
Character |
No |
Enter notes to place on the invoice. |
|
AJ |
36 |
Sale Station |
8 |
Character |
No |
Enter the sale station for the invoice or memo. |
|
AK |
37 |
Related Order Number |
12 |
Character |
No |
Enter the related order number. |
|
AL |
38 |
Sales Representative 1 |
12 |
Character |
No |
Enter a valid first sales representative for the invoice. If this field is blank, it defaults to the first sales representative for the customer. |
|
AM |
39 |
Sales Representative 2 |
12 |
Character |
No |
Enter a valid second sales representative for the invoice. If this field is blank, it defaults to the second sales representative for the customer. |
|
AN |
40 |
Posting Period |
2 |
Character |
Yes, only if you enter a posting year in the Posting Year field |
Enter the posting period for the invoice. This must be an open period in the Accounts Receivable module, and must be in the posting year entered in the Posting Year field. If this field is blank, the period defaults to the default current period in the Accounts Receivable module. You must enter a posting year in the Posting Year field if you enter a posting period. |
|
AO |
41 |
Posting Year |
4 |
Character |
Yes, only if you enter a posting period in the Posting Period field |
Enter the posting year for the invoice. This must be an open year in the Accounts Receivable module. If this field is blank, the year defaults to the default current year in the Accounts Receivable module. You must enter a posting period in the Posting Period field if you enter a posting year. |
|
AP |
42 |
Tax Exempt |
3 |
Yes/No |
No |
Enter Yes if the invoice is tax exempt or No if it is not. If this field is blank, it defaults to No. |
|
AQ |
43 |
Tax Exempt Number |
20 |
Character |
Yes, only if Yes is entered for the Tax Exempt field. |
If the invoice is tax exempt, enter the tax exemption number. |
|
AR |
44 |
Currency Exchange Rate |
15 |
>>,>>9.9999<<<< |
Yes, only if the invoice is in a foreign currency |
Enter the currency exchange rate for the invoice. |
|
AS |
45 |
VAT Date |
10 |
99/99/9999 |
No |
Enter the VAT date used to determine the exchange rate for VAT transactions. |
|
AT |
46 |
VAT Taxable |
3 |
Yes/No |
No |
Enter Yes if VAT is assessed for the invoice. Enter No if VAT is not assessed for the invoice. |
|
AU |
47 |
VAT Exempt Reason Code |
20 |
Character |
No |
If the invoice is exempt for VAT, enter a VAT exempt reason code. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance. |
|
AV |
48 |
Total VAT Amount |
>>,>>>,>>9.99<< |
Decimal |
No |
Enter the total VAT amount of the invoice. |
|
AW |
49 |
Ship-To County |
20 |
Character |
No |
Enter the county of the ship-to address for the invoice or memo. If this field is blank, it defaults from the customer's default ship-to address. |
|
AX |
50 |
Bill-To County |
20 |
Character |
No |
Enter the county of the bill-to address for the invoice or memo. If this field is blank, it defaults from the customer's default bill-to address. |
|
AY |
51 |
Ship-To Tax Jurisdiction |
12 |
Character |
No |
Enter a valid tax jurisdiction for the ship-to address of the invoice or memo. You can enter None if the customer is not charged tax, and if the None tax jurisdiction is set up. For information on setting up tax jurisdictions, see Sales Tax Jurisdiction Maintenance. If the Ship-To Address Name field (position 12) is blank, this defaults from the customer's default ship-to address. |
|
Column |
Position |
Field |
Maximum Length |
Format |
Required |
Description |
|
A |
1 |
Record Type |
1 |
Character |
Yes |
Enter I to specify a line item record. |
|
B |
2 |
Customer Code |
12 |
Character |
Yes |
Enter a valid customer code. For information on setting up customer codes, see Customer Maintenance. |
|
C |
3 |
Reference Type |
2 |
Character |
No |
Enter one of the following reference types:
If this field is blank, it defaults to IN. |
|
D |
4 |
Reference Number |
12 |
Character |
Yes |
Enter a reference number (invoice number). The reference number must be unique. |
|
E |
5 |
Sequence Number |
9 |
>,>>>,>>9 |
Yes |
Enter a sequence number for the line item record. This number must be unique for a specific header record. |
|
F |
6 |
Quantity |
16 |
>>>,>>>,>>9.99<< |
Yes |
Enter the quantity for the line item. |
|
G |
7 |
Unit of Measure |
8 |
Character |
Yes |
Enter a valid unit of measure for the line item. |
|
H |
8 |
Product Code |
40 |
Character |
Yes |
Enter a valid product code. For information on how to set up product codes, see Product Maintenance. |
|
I |
9 |
Unit Price |
17 |
->>>,>>>,>>9.99<< |
Yes |
Enter the unit price for the line item. |
|
J |
10 |
Taxable Item |
3 |
Yes/No |
No |
Enter Yes if the line item is taxable or No if it is not taxable. If this field is blank, it defaults to Yes. |
|
K |
11 |
Product Name |
30 |
Character |
No |
Enter the product name for the line item. If this field is left blank, it defaults to the product name for the product code entered in the Product Code field. |
|
L |
12 |
Product Description |
30 |
Character |
No |
Enter the product description for the line item. If this field is left blank, it defaults to the product name for the product code entered in the Product Code field. |
|
M |
13 |
Product Detail Description |
256 |
Character |
No |
Enter the detailed product description for the line item. If this field is left blank, it defaults to the product name for the product code entered in the Product Code field. |
|
N |
14 |
Price Adjustment |
17 |
->>>,>>>,>>9.99<< |
No |
Enter the price adjustment per unit. |
|
O |
15 |
Extended Price |
17 |
->>>,>>>,>>9.99<< |
Yes |
Enter the extended price for the line item. |
|
P |
16 |
Accounting Cost |
17 |
->>>,>>>,>>9.99<< |
Yes |
Enter the extended cost for the line item. |
|
Q |
17 |
Return Code |
10 |
Character |
Yes, only if CM is entered for the Reference Type field. |
Enter the return reason code for the line item. |
|
R |
18 |
Shipping Location Prefix |
3 |
Character |
Yes |
Enter a valid shipping location prefix for the line item. |
|
S |
19 |
Sales Location Prefix |
3 |
Character |
Yes |
Enter a valid sales location prefix for the line item. |
|
T |
20 |
Line Item Sales Representative |
12 |
Character |
No |
Enter the sales representative for the line item. If this field is blank, it defaults to the sales representative entered for the Sales Representative 1 field in the Header record (position 38). |
|
U |
21 |
VAT Taxable |
3 |
Yes/No |
No |
Enter Yes if VAT is assessed for the line item. Enter No if VAT is not assessed for the line item. |
|
V |
22 |
VAT Exempt Reason Code |
20 |
Character |
No |
If the line item is exempt for VAT, enter a VAT exempt reason code. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance. |
|
W |
23 |
Line Item VAT Amount |
>>,>>>,>>9.99<< |
Decimal |
No |
Enter the VAT amount for the line item. |
|
X |
24 |
Triangulation |
3 |
Yes/No |
No |
Enter Yes if the invoice qualifies for VAT triangulation. Enter No if it does not. |
|
Y |
25 |
Inventory Cost Currency Exchange Rate |
15 |
>>,>>9.9999<<<< |
No |
Enter the currency conversion rate between the inventory currency and the functional currency. If this field is blank, the conversion rate is calculated based on the invoice date and the ship-from location. |
|
Column |
Position |
Field |
Maximum Length |
Format |
Required |
Description |
|
A |
1 |
Record Type |
1 |
Character |
Yes |
Enter M to specify a miscellaneous record. |
|
B |
2 |
Customer Code |
12 |
Character |
Yes |
Enter a valid customer code. For information on setting up customer codes, see Customer Maintenance. |
|
C |
3 |
Reference Type |
2 |
Character |
No |
Enter one of the following reference types:
If this field is blank, it defaults to IN. |
|
D |
4 |
Reference Number |
12 |
Character |
Yes |
Enter a reference number (invoice number). The reference number must be unique. |
|
E |
5 |
Additional Charge Type |
10 |
Character |
Yes |
Enter a valid additional charge type. The description for the miscellaneous record defaults to the description for the entered additional charge type. |
|
F |
6 |
Additional Charge Amount |
17 |
->>>,>>>,>>9.99<< |
Yes |
Enter the total amount of the additional charge. |
|
G |
7 |
Sequence Number |
9 |
>,>>>,>>9 |
Yes |
Enter a sequence number for the miscellaneous record. This number must be unique for a specific header record. |
|
H |
8 |
VAT Taxable |
3 |
Yes/No |
No |
Enter Yes if VAT is assessed for the miscellaneous item. Enter No if VAT is not assessed for the miscellaneous item. |
|
I |
9 |
VAT Exempt Reason Code |
20 |
Character |
No |
If the miscellaneous item is not VAT taxable, but is on a VAT-taxable invoice or memo, enter a VAT exempt reason code to explain why the miscellaneous item is exempt from VAT. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance. This defaults from the invoice or memo, but if the invoice or memo is VAT taxable, this defaults from the selected miscellaneous item. |
|
J |
10 |
VAT Amount |
>>,>>>,>>9.99<< |
Integer |
No |
Enter the VAT amount for the miscellaneous line item. |
|
K |
11 |
VAT Class Country |
10 |
Character |
No |
Enter a VAT class country for the miscellaneous item |
|
L |
12 |
VAT Class Code |
20 |
Character |
No |
Enter a valid VAT class code for the miscellaneous item. For information on setting up VAT class codes, see VAT Class Maintenance. |
Before using this import, the following must be set up:
customers
products
units of measure
sales locations
shipping locations
additional charge types