Difference between revisions of "AP Invoice Import Guide"

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__NOTOC__
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==General Data Import Notes==
  
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==General Import Template File Notes==
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Refer to the '''[[Data Import General Information]]''' page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
  
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*Template files are typically generated from their respective Import screen using an 'Export Template' button.
 
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*Using the 'Export Template' button from an updated system will help ensure that you provide the customer with the most up-to-date import file, and will help avoid errors.
 
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*Templates generally (but not in all cases) contain 3 rows of header information.
 
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**The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
 
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**The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the mapping process difficult.
 
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**The third row is labelled with the same values from row 2, an is available to create a customer-friendly name for the associated data column. 
 
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***The third row should be removed from the source file prior to importing.  It will cause errors since it will be treated as the first import record on the file.
 
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*Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.
 
  
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*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports.  Without a current mapping table, the quality of imports can be compromised.
 
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**Export a current list from a good source (such as ABIS)
 
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**Perform a Mapping Table Import on the target system with the XLS file from the step above
 
  
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==AP Invoice Import Notes==
  
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==Vendor Import Notes==
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===Timing and Preparation===
  
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===Timing and Preparation===
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The AP Invoice Import should occur after all vendors have been imported, which should mean that all Address Book setup items have been completed, and all the General Ledger Chart of Accounts has been imported.  The '''[[Address Book Setup Guide]]''' covers all the Rule Maintenance records that should be completed prior to importing vendor records. 
  
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The Vendor Import should occur after all Address Book setup items have been completed, and after the General Ledger Chart of Accounts has been imported.  The [[Address Book Setup Guide]] covers all of the Rule Maintenance records that should be completed prior to importing vendor records.
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To accurately import 1099 amounts associated with AP invoices, all vendors should be set up with the correct 1099 Type in their Remit To attribute screen.  The AP Invoice Import requires 1099 Type be filled in on the Remit To record.
  
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Buyers (for Purchase Order screen) should be established in the Contacts screen by assigning the appropriate attributes prior to importing customer records.
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The AP Invoice Import is used to import only the open accounts payable invoices at the time of go-live. However, it is possible to import fully paid historical AP invoice records for reference.  If importing both open and fully paid AP invoices, separate the paid records into a separate import batch.  This will make it simpler to reconcile the open AP invoices.
  
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The Vendor Import generally occurs after the Customer Import process since they share many of the same Rule Maintenance setups.  Also, vendor records are essential for testing the Purchasing and Accounts Payable applications, as well as setting up the Procurement features in Item Control.  
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If performing an AP Check Import, the AP Invoice Import should be completed first, then the AP Check Import.  
  
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Discuss the timing of the Vendor Import live file with the customer.  Depending on the timing of the implementation, customers may choose to clean up their legacy system data and provide an updated vendor import file prior to go-live, or they may choose to import an early file and then maintain their vendor file in Adjutant through parallel testing and go-live.  There are also possibilities for performing a difference conversion prior to go-live where only new vendor records (not previously imported) from the legacy system are imported.  Make sure that the plan is discussed and agreed to prior to finalizing the vendor import.
 
  
  
 
===General Notes===
 
===General Notes===
  
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'''Vendor Numbers''' - Discuss how vendor numbers will be assigned with the customer.  If the customer wishes to keep the existing numbers, make sure the import file has the Vendno column filled out. Vendor numbers can be automatically be generated during the import process if the Vendno column is empty. If the customer wants to maintain some numbers, and allow Adjutant to generate the rest, confirm exactly which records should keep their numbers and which ones should have new numbers generated.  
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'''Invoice Balance''' - Confirm with the customer that the correct unpaid balance is being used for all imported invoices.  Also confirm whether the total of all AP invoice balance amounts, by AP control account, is reconcilable to the GL open accounts payable balance. This is a common way to reconcile the imported details against the expected GL balance. Address and document any discrepancies or expected issues for reconciling during the go-live conversion.
  
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'''Vendor Attributes''' - The vendor import process can attach all of the required customer attributes and complete many of the data fields in each attribute screen.  If additional attributes need to be assigned during import, the attribute must be flagged to display on the Import screen in the ATT_ENT rule.
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'''Invoice Dates''' - Confirm the correct AP invoice dates with the customer. Adjutant uses an invoice date, posted date, and due date for each imported invoice.  Make sure the dates align with customer expectations.
  
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'''GL Accounts''' - The GL accounts in the Header file control the accounts used in report selections and approval processes. The GL accounts in the Distributions file control the accounts used in distribution detail reporting. For each invoice, the APACC in the Header file should match the CTRL ACCT in the Distribution file. There can be multiple AP/CTRL accounts, but each imported invoice should have these accounts match between the Header and the Distributions files.
  
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==Vendor Import File Data Scrubbing==
 
  
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Every customer's data will have different issues that need addressing.  SOme of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing.  This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during vendor data scrubbing include:
 
  
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* '''Address Standardization''' - Standardize the data in the address2 and address3 fields for all records.  For example, if you see suite numbers in both address2 and address3, try to move them all to address2. Sort the file by address columns and try to correct spelling issues in city. Standardize the state codes and fill in any obvious missing or incomplete entries.
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==AP Invoice Import File Data Scrubbing==
  
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* '''Email Addresses''' - Move any email addresses from incorrect data columns to the correct email data column.
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Every customer's data will have different issues that need addressing.  Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing. Therefore it is critically important to perform an early import and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during AP invoice data scrubbing include:
  
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* '''Miscellaneous/Note data''' - Discuss and understand how any special/miscellaneous fields should be mapped from the legacy system data to Adjutant.
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* '''Payment Priority''' - This field may not have a counterpart in the customer's legacy data.  Look for any similar field such as payment type or check type that can be converted to a payment priority equivalent value.  Filter the source data to look for all variations on a corresponding field and make sure each variation is mapped to a hard-code payment priority value.
  
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* '''Terms''' - Make sure terms data is accurate and matches an entry in the TERMS rule.   
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* '''Terms''' - Make sure terms data is accurate and matches an entry in the TERMS rule. Any imported PTERMS value that does not exist in the TERMS rule will create a blank entry in the rule. Best practice is to match each invoice terms to a valid TERMS entry. In some systems, invoice terms are a text field and there is no standardization on the legacy system.  For these instances, it is best to scrub each term rule until it matches an existing TERM. Alternatively, you can create a catch-all TERM rule for unknown, incomplete, or undefined term details in the source data.
  
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* '''Invalid Data''' - Address any invalid, incomplete, or otherwise bad data with the customer as soon as possible. Avoid importing and perpetuating bad data.  Give the customer an opportunity to fix any data prior to import.  We don't want to carry forward any bad habits or bad records if we have a chance to avoid it.
 
  
  
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==AP Invoice Import Screen (IMPORTAPINV)==
  
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==Vendor Import Screen (IMPORTVEND)==
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Menu Location: Transaction>>Importers/Exporters>>Accounting>>AP Invoice Import
  
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Menu Location: Transaction>>Importers/Exporters>>Address Book>>Vendor Import
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[[File:APINV_Import.png]]
  
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[[File:IMPORTVEND.png]]
 
  
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'''File Name(Header)/Browse:''' Use the Browse button to locate and select the completed AP Invoice Header import template file (in XLS format). Note - both the Header and Distributions files are required and must be imported at the same time.
  
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'''File Name/Browse:''' Use the Browse button to locate and select the completed customer import template file (in XLS format)
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'''File Name(Dists)/Browse:''' Use the Browse button to locate and select the completed AP Invoice Distributions import template file (in XLS format). Note - both the Header and Distributions files are required and must be imported at the same time.
  
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'''Export Template:''' Generates a blank Vendor Import template file
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'''Export Template:''' Generates a blank AP Invoice Header or Distributions template file
  
 
'''Map Fields:''' Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping.  Repeat for any red lines on the left that should be mapped.  If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.
 
'''Map Fields:''' Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping.  Repeat for any red lines on the left that should be mapped.  If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.
  
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'''Try To Match Existing Orgs:''' Check this box to turn on additional logic that looks through your existing organizations in Adjutant and tries to match each record in the spreadsheet with one in Adjutant. If the import program finds a match, it will update that organizations's information with the info in the spreadsheet. The program matches on vendno, then the first 5 characters of company name and the first 5 characters of address1, then city. 
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'''Sage/AccPac/SBT Data:''' This checkbox is no longer used
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This box should be checked if you are attempting to update existing organizations with an import file that has vendnos entered.  If this box is unchecked, and the import file contains vendnos that already exist, the import process will create new organizations for the duplicates using the default org numbering logic. 
 
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'''Validate Vendnos:''' Checking this box will validate each vendno in your spreadsheet and verify it does not currently exist in Adjutant.  Leave this box unchecked if you have Vendnos (Vendor Numbers) in your spreadsheet and you want to update your existing vendor records based on ID. This is commonly used if you export your vendor database to do some mass updates in Excel and then want to import that data back in to Adjutant.
 
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'''Organization Attributes:''' Select any attributes that should be assigned to ALL vendors in the import file.
 
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==Vendor Import File Definitions==
 
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'''f1 - AcctCode''' - Enter the customer ID for this vendor's record on an outside accounting system.  Updates the Acct. Vendor Code value in the SoldFrom record. Alternatively, can be used as a miscellaneous code entry for reporting.  Allows 6 alphanumeric digits.
 
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'''f2 - Adddate''' - Allows you to override the system adddate with an entry in the import file.
 
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'''f3 - Address1''' - Physical Street Address
 
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'''f4 - Address2''' - Physical Address 2 (apt/suite number)
 
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'''f5 - Address3''' - Physical Address 3
 
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'''f6 - Adduser''' - Allows you to set the adduser in the database from the import file.
 
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'''f7 - BBdol''' - Best Buy Dollars.  Updates the Best Buy $ (first box) value in the SoldFrom record.
 
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'''f8 - BBlbs''' - Best Buy Pounds.  Updates the Best Buy # (second box) value in the SoldFrom record.
 
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'''f9 - BBper''' - Best Buy Percentage.  Updates the Best Buy % (third box) value in the SoldFrom record.
 
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'''f10 - BilledDT''' - Billed Drive Time.
 
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'''f11 - Buyer''' - Default person that issues purchase orders to the vendor. This must match the full name of a contact with the Buyer attribute.
 
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'''f12 - CheckMemo''' - A memo/note that prints on the A/P check. Max 65 characters.
 
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'''f13 - City''' - Physical Address City Name
 
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'''f14 - Company''' - Name of Company/Organization
 
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'''f15 - Contact1''' - Default Contact for the organization. This will list them as the contact on the organization and make a contact record listing them as the default contact.
 
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'''f16 - Contact2''' - Contact 2 name.
 
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'''f17 - Contact3''' - Contact 3 name.
 
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'''f18 - Contact4''' - Contact 4 name.
 
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'''f19 - Country''' - Name of country.
 
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'''f20 - DefAcct''' - The default AP Distribution GL account in the SoldFrom record.
 
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'''f21 - DefRecLoct''' - Default Receiving Warehouse location in the SoldFrom record.  This field matches on the warehouse name, and the warehouse must exist in the Warehouses screen.
 
  
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'''f22 - Discount''' - This field is no longer used.
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'''Validate to TXT file:''' Selecting this box will create a TXT errors file listing any rows that would create errors such as invalid data, or duplicate records. If no errors are found in the file, the import will still process, and no error file will be generated. Checking the validate box only prevents the import process if errors are encountered.
  
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'''f23 - Email1''' - Main email address for the organization, as well as the email address for Contact1 (if entered).
 
  
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'''f24 - Email2''' - Contact 2 email address.
 
  
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'''f25 - Email3''' - Contact 3 email address.
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==AP Invoice Import Header File Definitions==
  
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'''f26 - Email4''' - Contact 4 email address.
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'''*f1 - Invno''' - AP invoice number
  
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'''f27 - Fax''' - Fax number for the organization.
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'''*f2 - Vendno''' - Vendor number in Adjutant
  
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'''f28 - FOB''' - The default FOB terms for the SoldFrom record. This must match a value in the FOB rule.
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'''*f3 - PPriority''' - Payment priority value. '2' is the most common entry.
  
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'''f29 - Freight''' - Freight payment terms for the SoldFrom record. This must match a value in the FREIGHT rule.
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'''*f4 - PTerms''' - Payment terms for the selected invoice. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete but could add unwanted records to the TERMS rule.
  
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'''f30 - IsRemitTo''' - Enter a 'y' if this organization should be established with a RemitTo attribute.
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'''*f5 - PurAmt''' - Original AP invoice amount
  
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'''f31 - IsShipFrom''' - This attribute is no longer used.  
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'''f6 - PaidAmt''' - Cumulative amount paid toward this invoice. If also importing an AP Check file, this amount should match the total of all non-void checks linked to the invoice.
  
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'''f32 - IsSoldFrom''' - Enter a 'y' if this organization should be established with a SoldFrom attribute.
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'''*f7 - Balance''' - AP invoice open balance
  
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'''f33 - Latitude''' - This field is no longer used. 
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'''f8 - UDRef''' - AP invoice reference #
  
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'''f34 - Longitude''' - This field is no longer used.
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'''*f9 - APAcc''' - AP payable GL account stored in the APMAST table.  This is used for selecting AP invoice records by payable account on some reports. This value should match the account flagged as the control account in the AP Invoice Distribution import.
  
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'''f35 - mAddress1''' - Mailing Street Address.
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'''*f10 - PurDate''' - AP Invoice Date value
  
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'''f36 - mAddress2''' - Mailing Address 2. (apt/suite number)
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'''*f11 - TranDte''' - AP invoice Post Date value
  
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'''f37 - mAddress3''' - Mailing Address 3.
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'''*f12 - DueDate''' - AP invoice Due Date value
  
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'''f38 - mCity''' - Mailing Address City.
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'''f13 - DisDate''' - AP invoice Discount Date value
  
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'''f39 - mCountry''' - Mailing Address name of country.
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'''f14 - PDisc''' - Field not in use
  
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'''f40 - MiscCode''' - Updates the Misc Field in the SoldFrom and the RemitTo records.  Accepts 10 characters alphanumeric.
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'''f15 - PDays''' - Field not in use
  
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'''f41 - Mstate''' - Mailing Address State.
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'''f16 - PNet''' - Field not in use
  
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'''f42 - mZipCode''' - Mailing Address Zip Code.
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'''f17 - Discount''' - Field not in use
  
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'''f43 - OneWayDT''' - This field is no longer used.   
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'''f18 - DisAmt''' - AP invoice discount dollar amount. This value gets saved in the APMAST table as an approved discount amount. Any value imported will load into the Approve AP Invoice screen as a pre-set discount value.   
  
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'''f44 - OneWayMile''' - This field is no longer used.
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'''f19 - AdjAmt''' - AP invoice adjustment dollar amount. This value gets saved in the APMAST table as an approved adjustment amount. Any value imported will load into the Approve AP Invoice screen as a pre-set adjustment value.
  
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'''f45 - OrdNote''' - Updates the Comment Code (Displays on the PO) in the SoldFrom record.  This validates against the PO Comment Codes (ORDNOTE) rule. However, it will create new rule entries if it does not find a match.
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'''f20 - AprPay''' - Approved payable amount. Any entry here will set the approved to pay flag. Leave this blank to process approvals through the Approve to Pay process.  This amount should match the balance value, or if using discounts and adjustments, it should match the remaining balance.
  
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'''f46 - PayAcct''' - Updates the Control Acct GL account in the SoldFrom record.
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'''f21 - AprAdj''' - Marks the adjustment amount as approved
  
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'''f47 - Phone''' - Main phone number for the organization and for Contact1 (if entered).
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'''f22 - Amt1099''' - AP invoice 1099 Amt value. The Remit To 1099 Type is used to set the 1099 Type on the invoice record.  
  
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'''f48 - Phone2''' - Phone number for Contact2.
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'''f23 - Buyer''' - Field not in use
  
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'''f49 - Phone3''' - Phone number for Contact3.
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'''f24 - CheckNo''' - AP Check number for last check paid on this invoice. Check details imported on this file will only update the APMAST table, and will not create any records in the Payment tab. The AP Check Import must be used to create details in the AP Invoice Payment tab.  
  
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'''f50 - Phone4''' - Phone number for Contact4.
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'''f25 - CheckDate''' - AP Check date for last check paid on this invoice. Check details imported on this file will only update the APMAST table, and will not create any records in the Payment tab. The AP Check Import must be used to create details in the AP Invoice Payment tab.
  
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'''f51 - RemitToOf''' - Organization ID (Vendno) of parent vendor (RemitTo). This will make the line record a RemitTo child of the parent organization entered in this field.
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'''f26 - ChkAcc''' - AP Checking GL Account associated with this invoice
  
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'''f52 - ShipFromOf''' - This attribute is no longer used.
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'''f27 - Typ1099''' - This field is not used to set the 1099 Type.  To import 1099 amounts with AP Invoices, the vendor's '''Remit To''' record must be set up with the default 1099 Type, which will be used for any imported 1099 amounts on AP invoices.  
  
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'''f53 - ShipVia''' - Shipping method default in the SoldFrom record. This must match a value in the SHIPVIA rule.
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'''f28 - Descrip''' - AP Invoice Notes value
  
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'''f54 - SoldFromOf''' - Organization ID (Vendno) of parent vendor (SoldFrom). This will make the line record a SoldFrom child of the parent organization entered in this field.
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'''f29 - Template''' - Enter 'Y' to mark the associated line as a template record
  
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'''f55 - State''' - Physical Address two-letter postal abbreviation for the state.
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'''f30 - Voucher''' - AP invoice Voucher field value
  
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'''f56 - Taxid''' - Tax ID number associated with the 1099 Type in the RemitTo record. Accepts 20 alphanumeric characters, including dashes, but is limited to SSN or TIN formatting if dashes are included.
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*'''f31 - VRemitTo''' - Remit To organization number
  
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'''f57 - Terms''' - Default payment terms. This must match a value in the TERMS rule.
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==AP Invoice Import Distribution File Definitions==
  
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'''f58 - Terr''' - Sales Territory in the RemitTo record. This must match a value in the TERR rule.
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Each AP Invoice should have at least two lines per invoice in this file - one line for the control account total amount, and additional distribution lines that total up to the original invoice balance.
  
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'''f59 - Title1''' - Job title for Contact1 in file.
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'''f1 - Invno''' - AP invoice number that links to the invoice number in the header file
  
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'''f60 - Title2''' - Job title for Contact2 in file.
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'''f2 - Vendno''' - Vendor number in Adjutant
  
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'''f61 - Title3''' - Job title for Contact3 in file.
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'''f3 - UDRef''' - Field not in use
  
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'''f62 - Title4''' - Job title for Contact4 in file.
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'''f4 - GLAcnt''' - GL Account associated with each line of distribution detail
  
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'''f63 - Type1099''' - Updates the 1099 Type in the RemitTo record.  Defines the vendor as a 1099 vendor for tracking payments. The entry must match a valid code from the 1099 Types (TYPE1099) rule. This value will not import if the APMULTI1099 setup option is enabled, which should be rare.  
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'''f5 - Amount''' - Distribution amount for the associated detail. The control account distribution amount should equal the original invoice amount ('''puramt''') and the balancing distribution details should add up the offsetting balance for the original invoice amount. Credit amounts (generally for the CtrlAcct amount) should be entered with the credit sign in the format -999.99. These amounts are imported as already posted to the general ledger, and they will not create accounting entries.
  
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'''f64 - Vendno''' - Vendor Number (Organization ID), Leave blank to auto-assign vendor numbers.  If you are attempting to update existing organization records, make sure the 'Match Existing Orgs' option is checked - otherwise the import process will create new organizations for any existing, matched vendnos.
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'''f6 - CtrlAcct''' - Enter 'Y' to code the line as the payable control account distribution entry. This sets the GL Account and the Amount as the Control Account entries in the GL Distribution tab. Leaving the CtrlAcct field empty sets the associated line as a balancing distribution entry.  Each imported invoice should have a Ctrl Acct amount that matches the total of all distribution lines linked to the same invoice.
  
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'''f65 - VendNote''' - Vendor Note in the SoldFrom record (appears on the Recommended Reorder Report). Accepts a large number of characters (over 500).
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'''f7 - Descrip''' - Distribution note entry for non-control account lines
  
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'''f66 - WebSite''' - Organization Website address.
 
  
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'''f67 - ZipCode''' - Physical Address Zip Code (you can use zip+4 if you have it).
 
  
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'''f68 - Shortcust''' - Organization ShortCust value.
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==AP Invoice Import Reconciliation==
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'''f69 - c1099''' - Current year-to-date 1099 Dollar Amount in the RemitTo record.
 
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'''f70 - l1099''' - Last year-to-date 1099 Dollar Amount in the RemitTo record.
 
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==Vendor Import Reconciliation==
 
  
 
Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
 
Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
  
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Verify that all Salesperson (SP) values imported correctly.  Misspelled names will not import.
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Review the TERMS rule for any unexpected records added to the rule. Depending on the number of records involved, the rule maintenance records can be cleaned up, and the associated Remit To records can be manually updated.  Otherwise, clean up the TERMS rule, then delete the imported records, re-scrub the source file, and re-import.
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Verify that all rule-based fields import and display correctly:
 
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*Terms
 
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*1099 Type
 
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*Order Note
 
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*ShipVia
 
  
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Verify that all records have the expected attributes assigned and that the attribute screens load as expected with attribute-specific data filled out.  
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Run the AP Aging Report and compare the open AP balance against the AP control account GL balance.  If the source data was provided along with a clear GL cutoff balance, the two balances should be equal. Look for any data issues, such as incorrect aging, or missing details.
  
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If you imported 1099 amounts, run the AP 1099 Report as a 'List Report' and verify that the expected vendors show with the correct amounts from the source file.  
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Run the AP Invoice Report and compare it against imported data. Make sure all records and all data fields report as expected.
  
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Verify that you can add a purchase order and an AP Invoice with the new vendor records.  
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Run the Approve AP Invoices process and spot-check a few individual invoices for approval balances and settings. Try approving a single invoice using the 'A2P' button and look for any issues with approval amounts.
  
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Verify that all 1099 amounts imported correctly by spot-checking several different vendors.
  
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==Vendor Import Additional Steps==
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Review the imported invoices in the Organization Air Hammer and confirm that data displays as expected.
  
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* Run the Update Blank County Records (UPDATECOUNTY) process to fill in the Organization County fields from the latest county tax table data.  The [http://www.abiscorp.com/faq/index.php?title=Sales_Tax_and_Zip_Code_Setup_Guide Sales Tax Update] process should be completed before this step.
 
  
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* Most vendors will not need to be set up as taxable, but there are situations where certain vendors will need to calculate tax.  Verify any vendor tax questions with the customer before proceeding.
 
  
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==AP Invoice Import Additional Steps==
  
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==Vendor Import Database Tables==
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There are no additional steps required to complete the AP Invoice import.  The AP Check Import can be run after the AP Invoice Import, if requested.
  
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'''ENT''' - Each imported organization is assigned a unique ENTID value. This is the keyno. The ENTID value is used to link to other attribute records. However, the ENTID value may be labeled as CUSTID or VENDID in other tables.
 
  
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'''REMITTO''' - All of the RemitTo attributes are stored in this table. Vendors marked as RemitTo records will have a KEYNO created and linked to the VENDID (which is the ENTID from the ENT table)
 
  
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'''SOLDFROM''' - All of the SoldFrom attributes are stored in this table. Vendors marked as SoldFrom records will have a KEYNO created and linked to the VENDID (which is the ENTID from the ENT table)
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==AP Invoice Import Database Tables==
  
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'''PCXREF''' - Each attribute record will also create an entry in this table. The PTABLE value for all of these should be ENT, and the TYPE value should match the attribute name from Text1 of the associated attribute rule. The PARENTID and CHILDID values will correspond to ENTIDs from the ENT table.
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'''APMAST''' - Each imported invoice from the Header file creates a new KEYNO in the APMAST TABLE, linked to the imported APINVNO value. The APMAST KEYNO value is the link to the APDIST table (as KEYNOH in APDIST).
  
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'''VCONTACT''' - Any contact records added with the Vendor Import will create a CONTID record linked to the CUSTID (which is the ENTID from the ENT table)
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'''APDIST''' - Each imported distribution detail line will create an entry in the APDIST table. The KEYNOH value should match the APMAST KEYNO value for the associated AP invoice. The PTYPE will be 'D' for distribution details, and 'C' for Control lines. Note that imported AP Check details will also create details in the APDIST table, so be careful of deleting any unintended records. 
  
  
  
  
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[[Category: Accounts Payable]]
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[[Category: Accounts Payable]] [[Category: Import Guides]]
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[[Category: Conversion Guides]]
 

Latest revision as of 10:19, 14 December 2022

General Data Import Notes

Refer to the Data Import General Information page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.


AP Invoice Import Notes

Timing and Preparation

The AP Invoice Import should occur after all vendors have been imported, which should mean that all Address Book setup items have been completed, and all the General Ledger Chart of Accounts has been imported. The Address Book Setup Guide covers all the Rule Maintenance records that should be completed prior to importing vendor records.

To accurately import 1099 amounts associated with AP invoices, all vendors should be set up with the correct 1099 Type in their Remit To attribute screen. The AP Invoice Import requires 1099 Type be filled in on the Remit To record.

The AP Invoice Import is used to import only the open accounts payable invoices at the time of go-live. However, it is possible to import fully paid historical AP invoice records for reference. If importing both open and fully paid AP invoices, separate the paid records into a separate import batch. This will make it simpler to reconcile the open AP invoices.

If performing an AP Check Import, the AP Invoice Import should be completed first, then the AP Check Import.


General Notes

Invoice Balance - Confirm with the customer that the correct unpaid balance is being used for all imported invoices. Also confirm whether the total of all AP invoice balance amounts, by AP control account, is reconcilable to the GL open accounts payable balance. This is a common way to reconcile the imported details against the expected GL balance. Address and document any discrepancies or expected issues for reconciling during the go-live conversion.

Invoice Dates - Confirm the correct AP invoice dates with the customer. Adjutant uses an invoice date, posted date, and due date for each imported invoice. Make sure the dates align with customer expectations.

GL Accounts - The GL accounts in the Header file control the accounts used in report selections and approval processes. The GL accounts in the Distributions file control the accounts used in distribution detail reporting. For each invoice, the APACC in the Header file should match the CTRL ACCT in the Distribution file. There can be multiple AP/CTRL accounts, but each imported invoice should have these accounts match between the Header and the Distributions files.


AP Invoice Import File Data Scrubbing

Every customer's data will have different issues that need addressing. Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing. Therefore it is critically important to perform an early import and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during AP invoice data scrubbing include:

  • Payment Priority - This field may not have a counterpart in the customer's legacy data. Look for any similar field such as payment type or check type that can be converted to a payment priority equivalent value. Filter the source data to look for all variations on a corresponding field and make sure each variation is mapped to a hard-code payment priority value.
  • Terms - Make sure terms data is accurate and matches an entry in the TERMS rule. Any imported PTERMS value that does not exist in the TERMS rule will create a blank entry in the rule. Best practice is to match each invoice terms to a valid TERMS entry. In some systems, invoice terms are a text field and there is no standardization on the legacy system. For these instances, it is best to scrub each term rule until it matches an existing TERM. Alternatively, you can create a catch-all TERM rule for unknown, incomplete, or undefined term details in the source data.


AP Invoice Import Screen (IMPORTAPINV)

Menu Location: Transaction>>Importers/Exporters>>Accounting>>AP Invoice Import

APINV Import.png


File Name(Header)/Browse: Use the Browse button to locate and select the completed AP Invoice Header import template file (in XLS format). Note - both the Header and Distributions files are required and must be imported at the same time.

File Name(Dists)/Browse: Use the Browse button to locate and select the completed AP Invoice Distributions import template file (in XLS format). Note - both the Header and Distributions files are required and must be imported at the same time.

Export Template: Generates a blank AP Invoice Header or Distributions template file

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

Sage/AccPac/SBT Data: This checkbox is no longer used

Validate to TXT file: Selecting this box will create a TXT errors file listing any rows that would create errors such as invalid data, or duplicate records. If no errors are found in the file, the import will still process, and no error file will be generated. Checking the validate box only prevents the import process if errors are encountered.


AP Invoice Import Header File Definitions

*f1 - Invno - AP invoice number

*f2 - Vendno - Vendor number in Adjutant

*f3 - PPriority - Payment priority value. '2' is the most common entry.

*f4 - PTerms - Payment terms for the selected invoice. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete but could add unwanted records to the TERMS rule.

*f5 - PurAmt - Original AP invoice amount

f6 - PaidAmt - Cumulative amount paid toward this invoice. If also importing an AP Check file, this amount should match the total of all non-void checks linked to the invoice.

*f7 - Balance - AP invoice open balance

f8 - UDRef - AP invoice reference #

*f9 - APAcc - AP payable GL account stored in the APMAST table. This is used for selecting AP invoice records by payable account on some reports. This value should match the account flagged as the control account in the AP Invoice Distribution import.

*f10 - PurDate - AP Invoice Date value

*f11 - TranDte - AP invoice Post Date value

*f12 - DueDate - AP invoice Due Date value

f13 - DisDate - AP invoice Discount Date value

f14 - PDisc - Field not in use

f15 - PDays - Field not in use

f16 - PNet - Field not in use

f17 - Discount - Field not in use

f18 - DisAmt - AP invoice discount dollar amount. This value gets saved in the APMAST table as an approved discount amount. Any value imported will load into the Approve AP Invoice screen as a pre-set discount value.

f19 - AdjAmt - AP invoice adjustment dollar amount. This value gets saved in the APMAST table as an approved adjustment amount. Any value imported will load into the Approve AP Invoice screen as a pre-set adjustment value.

f20 - AprPay - Approved payable amount. Any entry here will set the approved to pay flag. Leave this blank to process approvals through the Approve to Pay process. This amount should match the balance value, or if using discounts and adjustments, it should match the remaining balance.

f21 - AprAdj - Marks the adjustment amount as approved

f22 - Amt1099 - AP invoice 1099 Amt value. The Remit To 1099 Type is used to set the 1099 Type on the invoice record.

f23 - Buyer - Field not in use

f24 - CheckNo - AP Check number for last check paid on this invoice. Check details imported on this file will only update the APMAST table, and will not create any records in the Payment tab. The AP Check Import must be used to create details in the AP Invoice Payment tab.

f25 - CheckDate - AP Check date for last check paid on this invoice. Check details imported on this file will only update the APMAST table, and will not create any records in the Payment tab. The AP Check Import must be used to create details in the AP Invoice Payment tab.

f26 - ChkAcc - AP Checking GL Account associated with this invoice

f27 - Typ1099 - This field is not used to set the 1099 Type. To import 1099 amounts with AP Invoices, the vendor's Remit To record must be set up with the default 1099 Type, which will be used for any imported 1099 amounts on AP invoices.

f28 - Descrip - AP Invoice Notes value

f29 - Template - Enter 'Y' to mark the associated line as a template record

f30 - Voucher - AP invoice Voucher field value

  • f31 - VRemitTo - Remit To organization number

AP Invoice Import Distribution File Definitions

Each AP Invoice should have at least two lines per invoice in this file - one line for the control account total amount, and additional distribution lines that total up to the original invoice balance.

f1 - Invno - AP invoice number that links to the invoice number in the header file

f2 - Vendno - Vendor number in Adjutant

f3 - UDRef - Field not in use

f4 - GLAcnt - GL Account associated with each line of distribution detail

f5 - Amount - Distribution amount for the associated detail. The control account distribution amount should equal the original invoice amount (puramt) and the balancing distribution details should add up the offsetting balance for the original invoice amount. Credit amounts (generally for the CtrlAcct amount) should be entered with the credit sign in the format -999.99. These amounts are imported as already posted to the general ledger, and they will not create accounting entries.

f6 - CtrlAcct - Enter 'Y' to code the line as the payable control account distribution entry. This sets the GL Account and the Amount as the Control Account entries in the GL Distribution tab. Leaving the CtrlAcct field empty sets the associated line as a balancing distribution entry. Each imported invoice should have a Ctrl Acct amount that matches the total of all distribution lines linked to the same invoice.

f7 - Descrip - Distribution note entry for non-control account lines


AP Invoice Import Reconciliation

Reconciling imported data should begin with spot-checking several records field-by-field for complete data import. Pick records from the source file that have the most data columns filled in. Verify that all source file data fields imported correctly and display as expected.

Review the TERMS rule for any unexpected records added to the rule. Depending on the number of records involved, the rule maintenance records can be cleaned up, and the associated Remit To records can be manually updated. Otherwise, clean up the TERMS rule, then delete the imported records, re-scrub the source file, and re-import.

Run the AP Aging Report and compare the open AP balance against the AP control account GL balance. If the source data was provided along with a clear GL cutoff balance, the two balances should be equal. Look for any data issues, such as incorrect aging, or missing details.

Run the AP Invoice Report and compare it against imported data. Make sure all records and all data fields report as expected.

Run the Approve AP Invoices process and spot-check a few individual invoices for approval balances and settings. Try approving a single invoice using the 'A2P' button and look for any issues with approval amounts.

Verify that all 1099 amounts imported correctly by spot-checking several different vendors.

Review the imported invoices in the Organization Air Hammer and confirm that data displays as expected.


AP Invoice Import Additional Steps

There are no additional steps required to complete the AP Invoice import. The AP Check Import can be run after the AP Invoice Import, if requested.


AP Invoice Import Database Tables

APMAST - Each imported invoice from the Header file creates a new KEYNO in the APMAST TABLE, linked to the imported APINVNO value. The APMAST KEYNO value is the link to the APDIST table (as KEYNOH in APDIST).

APDIST - Each imported distribution detail line will create an entry in the APDIST table. The KEYNOH value should match the APMAST KEYNO value for the associated AP invoice. The PTYPE will be 'D' for distribution details, and 'C' for Control lines. Note that imported AP Check details will also create details in the APDIST table, so be careful of deleting any unintended records.

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