AP Invoice/Item Importing

Overview

This article details how to import AP invoices and items using the Veracross Importer tool.

Enter the Data into the AP Import Template

  1. On the Import Processing homepage, select Invoke Importer and log in.
  2. Select New Data Import.
  3. Select Accounting: AP Import and download the Accounting: AP Import CSV template.
  4. Enter the AP data into the import template (see sample template and field definitions below).
  5. Save the CSV file to your computer and specify a file name that identifies the contents or purpose of the file.

Field Definitions

  • vx_vendor_id: Veracross ID for the Vendor the invoice is from
  • vendor_name: Name of Vendor the invoice is from
  • source_vx_vendor_id: Veracross ID for the Source Vendor the invoice is from (optional)
  • source_vendor_name: Name of Source Vendor the invoice is from (optional)
  • invoice_number: Number on the Invoice
  • invoice_date: Date on the Invoice
  • purchase_date: Date this item was purchased
  • description: Description of this item
  • gl_account_number: GL Account Number this item is associated with
  • amount: Amount of this item
  • ap_reference_number: unique number to batch import invoices together (not required on the spreadsheet)
  • job_number: project number that is for the AP Item (not required)
  • input_batch: a unique number to identify a certain subset of AP Invoices for use in later processing

Load the AP Invoice Data

  1. On the Import Processing homepage, select Invoke Importer and log in.
  2. Select New Data Import.
  3. Select Accounting: AP Import and download the Accounting: AP Import CSV template.
  4. Select the Choose File option, locate and select the file saved in the process documented above.
  5. Click Import to load the template data into Veracross.

Validate the AP Invoice Data

After the raw data has been loaded into Veracross, it must be validated to ensure that all required information was provided and that it conforms to Veracross standards.

  1. On the Import Processing Homepage review the Unprocessed Invoices and Invoices with missing/invalid data queries to see that date you have imported into Veracross.  Notice the processing status says Not Processed.
  2. On the Import Processing home page, in the AP/PO Importers Section, click the link AP Invoice Import Processing.
  3. Choose Option 1 – Validate Invoices – to validate the information on all imported invoices.
  4. Click Add AP Invoice Import Processing.
  5. In the Invoices Ready to Process query, assign the invoices an “AP Reference Number”.  This will be used to mass import/delete invoices.  To update them all with the same reference number, use the batch updater tool.  Click Update.

Create the AP Invoice

After the invoices have been validated, perform the following steps. Note, only “Validated” invoices will be imported during these steps:

  1. On the Import Processing home page, in the AP/PO Importers Section, click the link AP Invoice Import Processing.
  2. Choose Option 2 – Import Invoices – to import the validated invoices.
  3. Enter in the AP Reference Number you would like to process – only records in your validation query with this reference number will be imported.
  4. Click Add AP Invoice Import Processing.