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#417 Invoice Import
Function
The Invoice Import supplement allows you to create an accounts receivable batch by importing invoices from a file with an Excel, Text (comma, tab) or CSV (comma separated value) format. It is designed to import from another application that has generated invoice information, such as client tracking applications.
Things You Should Know
File Format
The Invoice Import supplement allows you to create an accounts receivable batch by importing invoices from a file with an Excel, Text (comma, tab) or CSV (comma separated value) format. It is designed to import from another application that has generated invoice information, such as client tracking applications.
Things You Should Know
File Format
- The file you are importing must have a Excel, Text (comma, tab) or CSV (comma separated value).
- Each invoice batch must be saved as a separate file with only 1 sheet.
- The information you are importing must be in the following order:
Column A
Column B Column C Column D Column E Column F Column G Column H Column I Column J |
Invoice Number (must be numeric and between 1 - 9 digits)
Batch Number Date Amount Customer Number Description GL Code Project Code Element Code Order Number |
All fields must contain something or a zero with the exception of order number. That field is optional. If revenues are coded to the project level, then you would have a zero under element code. Order number is just a reference for you. It may be used to track the invoice number created in the other application which normally is different than the invoice number created in the accounting system.
Example of Invoice Import
11 3 06/30/2017 1000 10 June Dues 43500 32000 0 13564
12 3 06/30/2017 20000 13 June Reimb 42000 32000 0 18722
13 3 06/30/2017 55900 28 June Draw 40000 30000 0
14 3 06/30/2017 35000 41 June Reimb 41000 31000 0
12 3 06/30/2017 20000 13 June Reimb 42000 32000 0 18722
13 3 06/30/2017 55900 28 June Draw 40000 30000 0
14 3 06/30/2017 35000 41 June Reimb 41000 31000 0
If you are using a text (comma) or comma separated value (CSV) format you cannot use a comma in the description. If you are using a text (tab) you cannot use a tab in the description.
- When developing the accounts receivable batch, the software is performing all of the following checks and displays a list of items that were found. If codes from the file are not found in the database, it will stop the process of importing and give you a list of items found. These need to be corrected in the original file.
- If you choose to use the existing batch# and invoice# from the file you are importing, the software checks to see whether those already exist in the database. If they do, you will get a message to change the file or let the system assign them.
- A customer code is not found in the database.
- A program element or project code is not found in the database.
- If a program element and project code do not satisfy the general ledger rules, the program will change the project code to the correct one that the element is assigned to and you will see a list of them so you can fix the file for the future.
- If you use Supplement #521 Terminate Elements, it will check to see if any program element codes found in the file have been terminated. It will give you the option to override.
- Should you import a file containing inactive elements or GL codes, the process will be stopped a list provided of the inactive codes.
Operating Instructions
File Format: Choose either Excel, Text (comma,tab) or CSV (comma separated value).
Import From: Select the drive and path where the file(s) you wish to import exists. You may select multiple files.
AR GL: Enter the accounts receivable asset GL code you want the invoices to debit.
Posting Period: Select the last date of the month you want the A/R batch posted to. If another date other than the last date of the month is chosen, it will default to the last date of the month.
Use the batch # and invoice # from the file: Normally you would not check this checkbox since you may be entering invoices directly into the accounting system and the software automatically assigns batch and invoice numbers. However, in the odd circumstance that you would never enter invoices directly into the accounting, this option is available. However, if checked, the software will check to see if those numbers already exist in the database.
Use customer code and description to assign invoice #: Check this box to have the system assign invoice numbers numerically in Customer number order. Should a customer have more the one invoice imported, the system will then sort invoices for that customer alphabetically using the Invoice Description field.
Import: Click on the Import button to form the A/R batch.