Voucher Imports

You can import vouchers. When importing vouchers, you must use an import format. The import format specifies the information that is in each column in your import file. 

Configure the Accounts Payable Import Format

A default import format named USI Standard Accounts Payable Import format is available or you can create your own import format with more fields/columns. You typically only need to configure this one time. To create your own import format:

1. Click the Accounts Payable Import Formats link from the Main Menu. The Accounts Payable Import Formats screen opens. 
2. Click the Add button. The Add Accounts Payable Imports Header screen opens.
3. Enter the necessary information: 
   • Description - Name for the import file format.
   • Header - Determines if there is a header in the import file. If importing multiple vouchers in one file, then you must have a header in your import file.
   • Fixed - Used with files that do not use comma or tab as delimiters.
     • No - Select if using a comma (csv) or tab (txt) delimited file.
     • Yes - Select if the import file is not delimited and the field length is determined using the Start and End Positions in the import format.
     • Quoted - Select if the delimiters used in your import file are quotation marks.
   • Delimited - Determines how each field is separated (comma or tab) in the import file. 
     • CSV - Select if using a csv (Excel) file.
     • None - No delimiter is used in the file and the file is a fixed length.
     • Tab Delimited - Select if using a .txt file.
   • Export/Import File Name - Default file name for the import file.
4. Select the Batch Header tab. You need to have an H as the first line in your batch header.
5. Click the Add button. The Add Accounts Payable Import Detail screen opens.
6. Enter the necessary information: 
   • Order - Enter 10. You must have this line as the first line in the import file format detail.
   • Column Label - Select <Specify Constant>.
   • Value - Enter H.
7. To configure additional header columns:
   • Select the Header tab.
   • Click the Add button. The Add Accounts Payable Import Detail screen opens.
   • Enter the necessary information: 
     • Order - Numeric value to represent the order the line is in the file. 
     • Column Label - Column name for the column.
       • <Empty Field> - Indicates no information is in the column.
       • <Specify Constant> - Indicates a specific value is in the column. You enter the value into the Value field.
     • Fill Factor - Determines how empty values fill if there are not enough digits in the import file. Although multiple options are available, the below are usually the only ones used for importing files:  
       
       • Blanks - A blank value is used for missing digits. Typically used for text fields.
       • Blanks +/- Left - No zeros are added for missing digits and a positive or negative sign shows to the left of the value (+100 or -100). Typically used for decimal values.
       • Zeros - Values show without any positive or negative signs or decimal points. Typically used for non-decimal numeric values.
       • Zeros +/- Left - Zeros are used for missing digits and a positive or negative sign shows to the left of the value (+000000100 or -000000100). Typically used for decimal values.
     • Value - Value for the <Specify Constant>. Only available if <Specify Constant> is selected in the Column Label drop-down.
     • Show Decimal Point - If checked, include the decimal point in numbers.
     • Number of Decimals - Number of decimals in the value.
   • Click OK.
   • Example import format header:
     

     Order	Column Label	Type	Actual Length	Start Position	End Position	Fill Factor	Value	Show Decimal Point	Number of Decimals
     10	<Specify Constant>	CHAR	0	0	0		H	No	0
     20	Organization Code	CHAR	2	0	0	Blanks		No	0
     30	Account Code	CHAR	8	0	0	Blanks		No	0
     40	Invoice Number	CHAR	20	0	0	Blanks		No	0
     50	Invoice Date	DATE	8	0	0	DD/MM/YYYY		No	0
     60	Due Date	DATE	8	0	0	DD/MM/YYYY		No	0
     70	Reference	CHAR	30	0	0	Blanks		No	0
     80	Invoice Amount	NBR	9	0	0	Zeros +/- Left		Yes	2
     90	Transaction Date	DATE	8	0	0	DD/MM/YYYY		No	0

8. Select the Details tab. You need to have a D as the first line in your batch detail.
9. Click the Add button. The Add Accounts Payable Import Detail screen opens.
10. Enter the necessary information: 
    • Order - Enter 10. You must have this line as the first line in the import file format detail.
    • Column Label - Select <Specify Constant>.
    • Value - Enter D.
11. To configure additional detail columns:
    • Select the Details tab.
    • Click the Add button. The Add Accounts Payable Import Detail screen opens.
    • Enter the necessary information: 
      • Order - Numeric value to represent the order the line is in the file. 
      • Column Label - Column name for the column.
        • <Empty Field> - Indicates no information is in the column.
        • <Specify Constant> - Indicates a specific value is in the column. You enter the value into the Value field.
      • Fill Factor - Determines how empty values fill if there are not enough digits in the import file. Although multiple options are available, the below are usually the only ones used for importing files:  
        
        • Blanks - A blank value is used for missing digits. Typically used for text fields.
        • Blanks +/- Left - No zeros are added for missing digits and a positive or negative sign shows to the left of the value (+100 or -100). Typically used for decimal values.
        • Zeros - Values show without any positive or negative signs or decimal points. Typically used for non-decimal numeric values.
        • Zeros +/- Left - Zeros are used for missing digits and a positive or negative sign shows to the left of the value (+000000100 or -000000100). Typically used for decimal values.
      • Value - Value for the <Specify Constant>. Only available if <Specify Constant> is selected in the Column Label drop-down.
      • Show Decimal Point - If checked, include the decimal point in numbers.
      • Number of Decimals - Number of decimals in the value.
    • Click OK.
    • Example import format detail:
      

      Order	Column Label	Type	Actual Length	Start Position	End Position	Fill Factor	Value	Show Decimal Point	Number of Decimals
      10	<Specify Constant>	CHAR	0	0	0		D	No	0
      20	G/L Account	CHAR	30	0	0	Blanks		No	0
      30	Amount	NBR	11	0	0	Zeros +/- Left		Yes	2
      40	Tax Res Type	CHAR	6	0	0	Blanks		No	0
      50	Event ID	NBR	9	0	0	Blanks		No	0
      60	Description	CHAR	60	0	0	Blanks		No	0
      70	Tax Amount	NBR	11	0	0	Zeros +/- Right		Yes	2

12. Click OK

Below is an example of an import file with 2 vouchers using a tab delimited format: 

Import Vouchers

1. Click the Import Vouchers link from the Main Menu. The Import Vouchers screen opens. 
2. Select the import format from the Format ID drop-down.
3. Click the Choose Files button to select the file from your local drive. The Open screen opens.
4. Select the import file.
5. Click the Open button. You return to the Import Vouchers screen.
6. Click OK. You receive a success message when the voucher import is complete.
7. To review the imported vouchers, click the Voucher Processing link from the Main Menu. The Voucher Processing screen opens. The batch description defaults to AP Import for any imported vouchers.