AP Transactions Import Tab

Make the following menu selections to display this tab:

eFinancials—Data Transfer—AP Transactions Import

Use this tab to import accounts payable transaction data into the accounts payable system that create accounts payable transactions (batches and invoices) within eFinancials. The transfer file format can be Batch.APS or Invoice.BCL.

Note

When importing data for a propertycompany with posting rules to two entitiescompanies, the calendars for the entitiescompanies must match. If the entitiescompanies have two different calendars, an error will occur.

To Import Transaction Data

Note

A BCL (batch command language) or an APS (accounts payable system) file must be stored on your system prior to import. For a successful import, the file you created in another piece of software should match the format used in this software. If you add batches manually, confirm that you have a batch set up and available for selection.

Click the Current Settings link to display the Quick Popup and select a date, batch, propertycompany, and entity for the import. Selections you make in the Quick Popup are used as default entries for importing.
Complete Step 1 to select a file.
Complete Step 2 to select an accounting date if necessary, and decide whether to create a new batch.

Completing Step 1

Confirm that the field Track Unit? on the Account Maintenance Tab is not selected. You cannot import accounts when this option is selected.
Click Browse. Your operating system navigation window displays.
Navigate to and select either of the following file types: INVOICE.BCL or BATCH.APS.
The Invoice Accessibility(Budget Source) option appears only if the global policy for AP Transactions Import (Budget Source) is set to "Ask when importing." If this option appears, then make a selection:

eFinancials & ePO (Web Budget): This is the default. Imported invoice data is visible in both ePO and eFinancials.
eFinancials & ePO (ePO Budget): Imported invoice data is visible in both ePO and eFinancials. If separate budgets are set up for eFinancials and ePO, invoice data only affects ePO budgets. Refer to Budget global policies).
eFinancials & ePO (eFin Budget): Imported invoice data is restricted to eFinancials access only, subject to Budget global policies settings.

Click Load Import File. The system uploads the file to the server, validates the transactions in the file for file format errors, and updates the tab for step 2.
When the system examines the transactions in the file, it uses the invoice date in the file for the invoice date for the imported invoice and uses the transaction date in the file as the accounting date for the imported invoice. If the system finds an invalid date—for example, a transaction date that is included in a closed period—additional fields in Step 2 display. You have the option of accepting the default and assigning a new accounting date to the date-error invoices. Or you can place the date-error invoices in a new batch. If you accept the default and assign new accounting dates, a report lists each affected file.

Completing Step 2

Determine whether to use an override date based on exceptions.
At Use accounting date override for exceptions, accept the default of check, and in the field to the right, enter a new transaction date for the invoices using the format mm/dd/yyyy. Or use the Calendar icon to select a date. If you accept the default and assign new transaction dates, a report lists each affected transaction.
Or click the field to remove the checkmark, and import transaction dates as the are in the file.
Determine whether a new batch needs to be created. Note that selections made on the Batch Tab of global policies affect the batch-related fields that display. Depending on the selections all or none of the fields detailed in the following steps can display. If none of the fields are displaying, the transactions are added to the currently selected batch. Continue reading at step 10.
At Create new batch, select this option if you want to create a new batch for the import transactions. Additional fields display. If you do not select this option or if this option is unavailable for selection, the transactions are added to the currently selected batch.
At Auto approve batch, select this option if you want to automatically approve the batch and complete the remainder of the fields on the tab. Otherwise, continue reading at step 10. Refer to Batch Approval Process for more information on the approval process.
At Approved Date, enter a date (mm/dd/yyyy). Or, use the Calendar Button to select a date.
At Approved By, enter the approver's name.
At Approval Code, enter the code.
Click Import Now to import the transactions. A success message displays when the import is finished. If no invoices had to be renumbered, the message lists the ID of the newly created batch if create new batch option was selected. Refer to Warning Messages in the topic Import Errors for more information on renumbered invoices.
Click OK to acknowledge the message.

Import Errors Report and Warning Messages