AP Invoices Import Type

Overview

AP Invoices can be uploaded to Veracross using the Veracross Data Importer. This article covers the fields available on the AP Invoices import type, as well as validating and deletion as needed.

Preparing a CSV File

Data must be uploaded as a comma-separate value (CSV) file using the exact fields present in the downloadable CSV template. The required fields are:

  • vx_vendor_id
  • vendor_name
  • Source_VX_Vendor_ID (internal Veracross ID)
  • Source_Vendor_Name
  • invoice_number
  • invoice_date
  • purchase_date
  • description
  • gl_Account_number (not the Veracross GL Account ID)
  • amount

Upload the Data

Navigate to import.veracross.com/schoolname (replace your school’s short name) and upload the CSV file, selecting “AP Import” as the import type. Read more about the Veracross Data Importer.

Validate the 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. To perform this operation, please perform the following steps:

  1. On the Accounts Payable workspace, Run the “Validate AP Invoice Import Records” query to review validated records.
    • Click the Action menu and select “Batch Update Records” to update them all with the same reference number.
    • In the following window, select the “AP Reference Number” field and assign it a number. Click “Update X Records” to complete the operation.
  2. On the Accounts Payable homepage, in the Processing section, click “AP Invoice Processing.”
    • Choose option “1. Validate Invoices” to validate the information on all imported invoices.
    • Enter the reference number just created.
    • Click “Add AP Invoice Import Processing.”
  3. Return to the “Validate AP Invoice Import Records” query.
    • Fix all records which do not have a Processing Status “Validated.”
    • The processing status will indicate initial steps to take. For example, the status “Invalid GL” indicates that the GL Account needs to be fixed.

Import the Validated AP Invoice Data

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

  1. On the Accounts Payable homepage, in the Processing section, click on the link titled “AP Invoice Processing…”
    • Choose option “2. Validate Invoices” to import the validated invoices.
    • Enter in the AP Reference Number you would like to import.
    • Click “Add AP Invoice Import Processing.”
  2. Navigate to the Accounts Payable workspace and run the “Validate AP Invoice Import Records.”
    • Note the AP Invoice Headers to which the Invoices are now linked.

Delete Records If Necessary

If there are errors and records need to be deleted, open the “AP Invoice Processing…” detail screen.

  1. Choose option “3. Delete Invoice Records”.
  2. Enter the AP Reference Number you would like to Delete
  3. Click “Add AP Invoice Import Processing.”