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General Import Template File Notes

• Template files are typically generated from their respective Import screen using an 'Export Template' button.
• 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.
• Templates generally (but not in all cases) contain 3 rows of header information.
  • 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.
  • 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.
  • 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.
    • 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.
• 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.

• 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.
  • Export a current list from a good source (such as ABIS)
  • Perform a Mapping Table Import on the target system with the XLS file from the step above

Vendor Import Notes

Timing and Preparation

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.

Buyers (for Purchase Order screen) should be established in the Contacts screen by assigning the appropriate attributes prior to importing customer records.

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.

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

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.

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.

Vendor 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. 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:

• 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.

• Email Addresses - Move any email addresses from incorrect data columns to the correct email data column.

• Miscellaneous/Note data - Discuss and understand how any special/miscellaneous fields should be mapped from the legacy system data to Adjutant.

• Terms - Make sure terms data is accurate and matches an entry in the TERMS rule.

• 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.

AP Invoice Import Screen (IMPORTAPINV)

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

File Name/Browse: Use the Browse button to locate and select the completed customer import template file (in XLS format)

Export Template: Generates a blank Vendor Import 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.

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.

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.

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.

Organization Attributes: Select any attributes that should be assigned to ALL vendors in the import file.

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. In order 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

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

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.

Verify that all Salesperson (SP) values imported correctly. Misspelled names will not import.

Verify that all rule-based fields import and display correctly:

• Terms
• 1099 Type
• Order Note
• ShipVia

Verify that all records have the expected attributes assigned and that the attribute screens load as expected with attribute-specific data filled out.

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.

Verify that you can add a purchase order and an AP Invoice with the new vendor records.

Vendor Import Additional Steps

• Run the Update Blank County Records (UPDATECOUNTY) process to fill in the Organization County fields from the latest county tax table data. The Sales Tax Update process should be completed before this step.

• 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.

Vendor Import Database Tables

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.

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)

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)

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.

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)