Accounting > Accounts Payable > Process > Import Vouchers

Recent Changes:
6.243
- For customer using Milner ImageDirector, the voucher import process now defaults to the directory configured in the Milner ImageDirector System Setup file. After processing, files are moved to an archive subfolder with a timestamped filename. If no archive subfolder exists, one will be created automatically.

6.179
- Opened up the Milner ImageDirector import for everyone. If the customer has the Milner Interface in their license file, it will still be called ImageDirector import, otherwise, it will be called Multiple vendor format. The format of the file remains the same.

6.143
- Implemented new import for Milner ImageDirector. Two new reports have also been created to display the records processed from the import or any exceptions that may exist. This new import process will only be available if the customer has the Milner ImageDirector interface enabled on their license file.

Explanation

Selection Criteria

Original - imports vouchers for a single vendor using the Original Import File Layout format below
ImageDirector/Multiple vendor format - imports vouchers using the ImageDirector ImportMultiple vendor format file layout format below
Select process - Print and Update, Print Only, and Update Only
Enter filename - path and filename for the import file. For Milner ImageDirector, this path will default to what is configured in the Milner ImageDirector System Setup file.
Posting month Pay date Pay group - Used for the original import
Vendor number - Used for the original import

Original Import File Layout

| Field# | Field Name             | Length | Position  | Notes                                                            |
|--------|------------------------|--------|-----------|------------------------------------------------------------------|
|  1     | Vendor Number          |      8 |   1 -   8 | Vendor ID                                                        |
|  2     | Vendor Name            |     30 |   9 –  38 | Name of Vendor                                                   |
|  3     | Vendor Address         |     60 |  39 –  98 | Vendor's Address                                                 |
|  4     | Vendor City            |     20 |  99 – 118 | Vendor's City                                                    |
|  5     | Vendor State           |      2 | 119 – 120 | Vendor's State                                                   |
|  6     | Vendor ZIP Code        |      9 | 121 – 129 | Vendor's ZIP Code. Numeric, zero-filled                          |
|  7     | Description            |     20 | 130 – 149 | Transaction description                                          |
|  8     | Invoice Date           |      8 | 150 – 157 | Date of the invoice. CCYYMMDD format                             |
|  9     | GL Account Number      |     17 | 158 – 174 | Can include delimiters                                           |
| 10     | Invoice Amount         |      9 | 175 – 183 | Amount of the invoice. Decimal point is implied, zero-filled     |                       
|--------|------------------------|--------|-----------|------------------------------------------------------------------|

ImageDirector Import/Multiple vendor format Reports

This import has two printable reports - Import Vouchers report and Import Voucher Exceptions Report. Only one report will print based on if there were exceptions or not.

Import Vouchers Report - Shows all records that were/will be processed from the file. All fields (purchase order number, account number, project job, invoice amount) that contain invalid values will be indicated with an asterisk.

This report indicates that the file was/can be processed regardless of any invalid values.

Import Voucher Exceptions Report - This report will print if one or more vendors could not be located from the file. If this report prints, the import was not successful and no records were imported. Users must fix any exceptions from this report before proceeding with the import.

ImageDirector ImportMultiple vendor format file layout

The ImageDirector/Multiple vendor import file is in a csv format. The filename text will be moved to an archived subfolder and updated with a preceding "ProcessedOnMMddyyyyhhmmss_" once the file has been successfully processed to help prevent accidental duplicate processing. If no archived subfolder exists, one will be created automatically.

Header Record

Detail Record

References