Importing New Records - Vendor Invoice Items

Follow the steps for Importing New Records.

The vendor invoice item import allows you to import each invoice line item in its own row. Note: If the Post Date, Vendor Info, Invoice Date, Vendor Memo, and Total are the same across multiple rows, then those invoice items will be imported as part of the same invoice.

Note: Total must be equal to the sum of the invoice item amounts (invoice_item_quantity * invoice_item_overriden_price) for the specified vendor invoice (determined by Post Date, Vendor Info, Invoice Date, Vendor Memo, and Total). Example: If an invoice has three items worth $10 each, the total amount on all three rows should be entered as $30.

To import all invoice items per invoice in one row, follow the steps for Importing Data for New Records - Vendor Invoices.

Depending on the export file that you are using for the import, you may prefer to use one import over the other.

Field	Required	Type	Sample Values	Notes
vendor_id	Yes, if vendor_name is not specified	Identifier	"123"
vendor_name	Yes, if vendor_id is not specified	Lookup	"Amazon"
post_date	No	Data	"7/1/2021"	Date the invoice is posted to the GL
invoice_date	Yes	Data	"7/1/2021"
due_date	Yes	Data	"7/1/2021"
total	Yes	Data	"123"	Total amount of the invoice (including all items)
accounts_payable_account_id	Yes, if accounts_payable_account_number is not specified	Identifier	"123"	The credit account. See GL Account for more information
accounts_payable_account_number	Yes, if accounts_payable_account_id is not specified	Lookup	"1-00-00-1010-000"
vendor_memo	No	Data	"Printers"	Memo that you may want to display on checks
internal_memo	No	Data	"Printers"
invoice_number	No	Data	"abc123"
invoice_alternate_id	No	Data	"abc123"
pay_to_address_id	Yes, if pay_to_address_type is not specified	Identifier	"123"	Create a DAT query to identify the id values
pay_to_address_type	Yes, if pay_to_address_id is not specified	Lookup	"Billing"	See Finance > Vendor > Details > Addresses screen
pay_to_address_line1	Yes, if pay_to_address_type is not specified and the vendor has more than one address	Lookup	"5 ABC Street"	See Finance > Vendor > Details > Addresses screen
posted_date	No	Data	"7/1/2021"
voided_date	No	Data	"7/1/2021"
void_comment	No	Data
invoice_classification_id	No, unless you are using classifications	Identifier	"123"
invoice_classification_name	No, unless you are using classifications	Lookup	"Upper School"	See Finance > Maintenance > Classifications screen
invoice_item_product_id	Yes, if invoice_item_product_name is not specified	Identifier	"123"
invoice_item_product_name	Yes, if invoice_item_product_name is not specified	Lookup	"Printer"
invoice_item_account_id	Yes, if invoice_item_account_id is not specified	Identifier	"123"	The debit account. See GL Account for more information
invoice_item_account_number	Yes, if invoice_item_account_id is not specified	Lookup	"1-00-00-1010-000"
invoice_item_overriden_price	Yes	Data	"123"	Price for the individual item
invoice_item_quantity	Yes	Data	"123"
invoice_item_note	No	Data	"Printer"
item_classification_id	No, unless you are using classifications	Identifier	"123"
item_classification_name	No, unless you are using classifications	Lookup	"Upper School"	See Finance > Maintenance > Classifications screen

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