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Introduction

Looking for an easier way to get a batch of invoices entered?

You can now import a spreadsheet of invoice information into a new A/P batch.

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Where Is It Found

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The import feature is within the same menu option to add a new batch of invoices. APIDM.EIN

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File Format

 

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titleStandard Format

Column format of your spreadsheet:

Column

Contains

Comments

A

Vendor #

Required on every line

B

Invoice #

Required on every line

C

Invoice Date

Required for new invoices.  MM/DD/CCYY or MMDDYY format

D

Invoice Amount

Required for new invoices.

E

Invoice Description

 

F

Hold Status

WD (when due) / NC (next check) / WS (when scheduled)

G

G/L Account

When blank, system will pull vendor default account or APG.

H

Distribution Amount

When blank, system will assume Invoice Amount.

I

Distribution Description

 

J

Scheduled Due Date

Only for scheduled payments  (Hold Status WS)

K

Scheduled Amount Due

Only for scheduled payments  (Hold Status WS)

L

Check Date

Manual Check batches:  required on 1st line of invoice

M

Check ID

Manual Check batches:  required on 1st line of invoice.

Up to 6 digit check number or full 12 digit e-payment id.

Checking account code (CKA) per batch header.

N

Check Amount Paid

Manual Check batches:  required on 1st line of invoice.

O

Discount Taken

Manual Check batches:  optional.

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titleDataServe Format

Column

Contains

Comments

A

DataServ DIN

Dataserv Id Number for the invoice

B

Location

AMS account

C

Invoice No

Vendor’s invoice ID

D

Inv Total

$

E

Inv SubTotal

$

F

Inv Date

 

G

Vendor Num

AMS vendor#

H

Hold Status

AMS hold code

I

Agriculture Inv?

‘1’ = invoice applies to Agriculture Management Module, bypass this invoice.

J

Check Memo

 

K

Cost Center

Ignored

L

Main & SubAcct

Full GL account# for Distrib Amt to be applied to

M

Task

Applies to Ag Mgmt invoices only

N

Block

Applies to Ag Mgmt invoices only

O

Distrib Amt

$

P

Distrib Desc

 

 

When you have multiple rows for an invoice for multiple Distributions (columns G-I) or Scheduled Payments (columns J-K), then columns C-F are only considered on the first row for the invoice.

 

Info

Note: A manual check batch may not have scheduled payments (due date and amount due fields) imported.

For a Manual check import for an existing invoice, the following fields may be left blank as their contents will be ignored, the values in the existing invoice will be loaded:

C. Invoice Date

D.

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Feature Overview & Examples

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Invoice Amount

E. Invoice Description

Importing via menu AP IDM, option EIN

  1. Add the batch header as you normally do for invoice entry:
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      OR as a manual check batch
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  2. The option to import (F1 - Upload Xls file) is only available on a new batch with no invoices entered.
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  3. After Pressing F1, the window for the file selection appears. Now select your file and click Open.
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  4. The selected spreadsheet is displayed. If this is the data you want to import, press F1 to continue, otherwise press F7 to cancel the import and you will be returned to the option screen.
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  5. If there are any errors, they will be shown in the Error Msg column and your only option is F7 to cancel the import. Then correct the spreadsheet and try again.
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  6. If no errors are found, you will see the data as it is going to be imported.
    When no G/L account was entered in the spreadsheet, the system will show you either the vendor's default account or the vendors default APG code and description. Payment terms and discounts will also be shown.

               Press F1 to complete your import

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    Info

    Note: You may be required to acknowledge certain things, such as in a manual check batch, when a payment is being made on an existing invoice. The message will instruct you to press F1 to acknowledge an issue or F7 to cancel the import.

  7. The data is imported into the batch and you are returned to the options screen. You may edit the data that has been imported
    Imported scheduled payment information is not accessible in this menu option.
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