Importing an AP Bill From a Template

The below process highlights how to import an AP Bill from the template. The template used to import AP Bills is available on the Dashboard Parish Process Documentation.

This is a multi-part process. Please follow all parts to fully complete the import process of AP Bills

Steps

Part 1: Download the AP Bill import template

Click the Applications drop-down menu
Click Dashboards
Click Parish Process Documentation

Figure 1 - Dashboard: Parish Process Documentation

Click Template: AP Bills Import in the Parish Accounts Payable Documentation section

Figure 2 - Download AP Bills Template

Download and open the import template in Excel.
1. The import template will open in a new browser window.
2. Download the template to your local computer.
3. Open the AP Bills import template in Excel
Save Import Template
1. Within Excel, click File -> Save As and save the file to your local machine.
2. It is recommended that you append your parish name to the filename.
  1. Ex: Intacct Import Template - AP Bills – Demonstration Parish

Part 2: populate the AP Bill import template

Part 2 of the process populates the import template with the AP Bill information. These steps refer to the column headers for entering data into the import template Excel file that will be used to import the AP Bill information into Intacct. Please refer to Figure 3 - AP Bills Import Template for these steps.

Do not change the column headings of the import template. The column headings refer to Intacct internal names required to properly map the AP Bill information.

Figure 3 - AP Bills Import Template

Enter the Invoice Number on the bill in column BILL_NO
Enter the GL Account being used as a Reference Number in column PO_NO
Select the Vendor ID for the bill form the drop-down menu in column VENDOR_ID
1. Note: Please refer to the AP vendors list (AP -> All -> Vendors) for the parish entity’s vendors.
If the GL Posting Date should be different than the bill date, enter a GL Posting date in column POSTING_DATE
Enter the date on the bill in column CREATED_DATE
Enter a due date in column DUE_DATE
1. Note: The due date should reflect the number of days of the term used in column L. For example, if you plan on selecting Due Upon Receipt in column L, the due date in column H should match the date in column G. If you plan on selecting Net 30, the due date should be 30 days beyond the date in column G.
Enter the total due amount for the entire AP Bill (including all line items) in column TOTAL_DUE
Select a Term Name in column TERM_NAME
Enter a bill Description in column DESCRIPTION

Enter the line number of the transaction in column LINE_NO
1. The first line of an AP Bills should have the value of “1” placed in column. Each time the value of “1” is used, the system will assume that it is the first line of the AP Bill
2. AP Bills can have multiple line items. To create a bill with multiple line items, number the cells in column T sequentially.
Enter a memo for the line item in column MEMO
Select a GL Account from the drop-down list in column ACCT_NO
Select a Parish “PRL” Location ID in column LOCATION_ID
1. The parish’s location Id has the format of PRL-0000, where “0000” is the 4 digit numeric Id of the parish.
Select a Parish Department ID in column DEPT_ID
1. The complete department list is available at Company -> Setup -> Departments
Enter the amount of the line item in column AMOUNT
1. If the AP Bills has multiple lines, the sum of the line-item amounts should equal the TOTAL_DUE
Define the Operating Unit in column GLDIMOPERATING_UNIT
Select a Classification in column APBILLITEM_PROJECTID
1. The parish entity’s classification list is available at AR -> Setup -> Classifications
Enter Unrestricted in column APBILLITEM_CLASSID
After entering the AP Bills data on each row, save the Excel import template file as a .CSVfile
1. Within Excel, select File -> Save As
2. Set the file type as CSV UTF-8
3. Click the Save button

Figure 4 - File Save As CSV

Part 3: Import the AP Bill template into Intacct

Click the Application drop-down menu
Click Accounts Payable application
Click the All tab
Click the Bills option

Figure 5 - Navigation to AP Bills

Click Import button

Figure 6 - Select Import Option

Click Choose File and select the file that you saved as a .CSV during Part 2
Select if you want the AP Bills to be posted to General Ledger or entered as Historical
Ensure your email is defined so that you will receive a summary of the import results
Click Import button

Figure 7 - Import AP Bills Form

After clicking import, the system will attempt to import the file that you selected. After a few moments, you will receive a notification telling you how many AP Bills imported successfully and how many had errors. Additionally, you will receive an email with descriptions of the errors in the file. If errors occur, the .csv file that you attempted to import will need to be updated and re-imported.