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Importing New Records - Vendor Invoice Items
Importing New Records - Vendor Invoice Items
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
See also
Importing New Records
Importing Data
GL Account
DAT Query
Product
DAT
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