AP Import Invoices

About

This option will import AP Invoices into a batch. The layout includes one "INV" record per invoice and as many "DET" records as required.

You do not need to include any "DET" records nor do you need to make the detail amount match the invoice amount. The users can add and adjust detail as needed to make the detail balance before posting.

Setup

Menu

AP Import invoices is not on the menu. You need to create a custom ccwmnu.ini that includes APUTIMPINV

Layout

0:"RECORD TYPE"                 "INV"
1:"VEND_ID"                     VARCHAR(10) NOT NULL
2:"INVOICE_DATE"                DATE NOT NULL
3:"DUE_DATE"                    DATE <optional - can calculate>
4:"INVOICE_NO"                  VARCHAR(20)
5:"GROSS_AMOUNT"                NUMERIC(15, 2) DEFAULT 0 NOT NULL
6:"DESCRIPTION"                 VARCHAR(35)
7:"DISCOUNT_DATE"               DATE (Optional)
8:"DISC_OFFERED"                NUMERIC(15, 2) DEFAULT 0 NOT NULL (Optional)
9:"DISC_TO_TAKE"                NUMERIC(15, 2) DEFAULT 0 (Optional)
10:"USE_TAX_AUTHORITY"           VARCHAR(4) (Optional)
11:"USE_TAX_AMOUNT"              NUMERIC(15, 2) DEFAULT 0 (Optional)
12:"USE_TAX_GROSS"               NUMERIC(15, 2) DEFAULT 0 (Optional)
13:"HOLD FLAG"                   CHAR(1) Y/N (Substring 1 char for Yes No) (Optional)

AP INVOICE DETAIL FIELDS:

0:"RECORD TYPE"                 "DET"
1:"EXP_GL"                      VARCHAR(20)
2:"DIST_AMT"                    NUMERIC(15, 2) DEFAULT 0
3:"DESCRIPTION"                 VARCHAR(35) (Optional)
4:"JOB_ID"                      VARCHAR(20) (Optional)
5:"JC_BUD_CAT"                  VARCHAR(10) (Optional)
6:"JC_TYPE_CODE"                VARCHAR(2) (Optional)
7:"JC_ASSET_ID"                 VARCHAR(20) (Optional)

Sample Input File

INV,2305167,"06/01/09","06/30/09","INV123",2000,"INVOICE DESCRIPTION","06/10/09",100,100,"IA01",60,1000
DET,"10.02.4010.154.00",1000,"DETAIL DESC.",,"08WP13","CRUSH","MATL","AST2001"
DET,"10.02.4010.153.00",800,"DETAIL DESC.","08WP13","CRUSH","MATL","AST2001"
DET,"10.02.4010.152.00",200,"DETAIL DESC."
INV,0805020,"06/01/09","06/30/09","INV456",3000,"INVOICE DESCRIPTION","06/10/09",100,100,"IA01",60,1000
DET,"10.02.4010.154.00",1500,"DETAIL DESC.","08WP13","CRUSH","MATL","AST2001"
DET,"10.02.4010.153.00",1100,"DETAIL DESC.","08WP13","CRUSH","MATL","AST2001"
DET,"10.02.4010.152.00",200,"DETAIL DESC."

Sample single line...

INV,A1,"06/01/20","06/30/20","INV123",2000,"INVOICE DESCRIPTION",DET,"6120-11",2000,"DETAIL DESC."
INV,A1,"06/02/20","06/30/20","INV145",2100,"TRUCKING",DET,"6120-11",2100,"DETAIL DESC."
INV,A1,"06/03/20","06/30/20","INV145",2200,"TRUCKING",DET,"6120-11",2200,"DETAIL DESC."

(Starting Sept 2020 - Imports will automatically split ",DET," to a new line.)

Resulting AP Invoice Batch: