Invoice Interface Help Guide

Overview

The Invoice Interface allows you to upload invoices in bulk using a simple spreadsheet. Follow these steps to create a profile, set up your spreadsheet, and interface the file.

Step 1: Create an Invoice Interface Profile

1. Navigate to: Finance Setup > Interface Setup Menu > Invoice > Add.

2. Set up the following fields:

   • Format Name: Provide a descriptive name for the profile (e.g., "Invoice Import").

   • Delimited/Fixed Format [D/F]: Choose Delimited.

     • Select C for Comma-separated or T for Tab-separated.

   • Field Order: Match each field to its column in the spreadsheet:

     • 1 = Column A, 2 = Column B, etc.

   • Required Fields: The fields marked with an asterisk (*) are mandatory.

Step 2: Prepare Your Spreadsheet

1. Set Up the Required Fields:

   • Vendor Number: Must match a valid vendor in your accounting system. Note: For miscellaneous customers, use must use a Fixed Format profile where you can add the address fields.

   • Invoice Number: Must be unique per vendor. Duplicate invoices will be rejected.

   • Invoice Date: Use the format YYYYMMDD (4-digit year, 2-digit month, 2-digit day).

   • Invoice Amount: Enter the total invoice amount, including tax. Use valid numeric strings:

     • Negative amounts: Place a minus sign before the number (e.g., -500.00).

     • Do not include dollar signs or commas.

   • GL Account Number: Enter a valid GL account code (max 20 characters).

   • SL Account Code: Enter a valid Subledger (if applicable).

   • Reference: Add a description (max 27 characters).

   • Tax Code: Include a valid tax code if tax applies.

   • Tax Amount: Specify the tax amount.

   • Purchase Order Number: Enter the PO number.

   • Close Purchase Order: Enter Y to close the PO or N to keep it open. 

   • Tax Reportable Field: Enter Y if tax is reportable, otherwise N.

   • WCB Reportable: Enter Y if reportable, otherwise N.

2. Clean the Data:

   • Remove any headers.

   • Remove $ signs or special characters

   • Format amounts with no commas

   • If you are using CSV remove commas from descriptions

3. Save the File:

   • File Type: Save as Text (Tab-Delimited) or CSV, based on your profile setup.

   • Use a simple file name without spaces or special characters. Example has no credits and Example B does have credits.

Step 3: Import the File

1. Navigate to: Finance Balancing > Interfaces > Invoice.

2. Upload the File:

   • Select your profile.

   • Enter the period for the expenses to appear.

   • Choose the Batch Type.

   • Use the File Upload button to select and upload your file.

3. Run in Preliminary Mode:

   • Review for errors:

     • Fix errors in your spreadsheet or profile.

     • Re-run until there are no errors.

4. Run in Final Mode:

   • Once error-free, run as Final to complete the import.

Tips & Best Practices

• Error Logs: Use the preliminary report to identify and fix errors. Check the Finance Report Viewer for detailed logs.

• Unique Invoice Numbers: Ensure invoice numbers are not duplicated to avoid rejection.

• File Format: Always save in the correct format (Tab-Delimited or CSV) as per your profile.

.  Final report example