AP Transactions Import File Format Batch.APS

AP Transactions Import — Batch.APS File Format

The file can be in fixed length (SDF) format, or comma separated values (CSV) format, and needs to have .APS as the file extension.

Notes

There are three versions of the file layout for Batch.APS.

• Format 1: SDF version is a flat file of 106 bytes of data with no commas.

• Format 2: CSV version is a comma-separated file with 18 fields of data.

• Format 3: CSV version is a comma-separated file with 38 fields of data.

For all the versions, records should be in Vendor/Invoice ID order to import correctly as one invoice rather than separate invoices for each CompanyProperty.

Batch.APS File Format Version 1 (SDF)

Field	Field Name	Type	Length	Description
1	Trans Type	Numeric	1	Always use 1.
2	Voucher	Alpha	10	Enter a unique voucher number; for example, 00000084. If no entry is present, the import function adds it.
3	Vendor	Alpha	6	Vendor ID
4	TransDate	Date	6	Use the format YYMMDD.
5	Period	Numeric	4	Use the format YYMM.
6	InvoiceDate	Date	6	Use the format YYMMDD.
7	Invoice	Alpha	15	If invoice numbers must be unique, this is a required field.
8	PO	Numeric	10	Not used
9	Amount	Alpha	10	Invoice amount
10	Company	Alpha	2	The first two characters of the PropertyCompany ID.
11	PropertyCompany		3	Characters 3, 4, and 5 of the PropertyCompany ID.
12	AccountMajor		4	The first four characters of the Expense Code.
13	AccountMinor		3	Characters 5, 6, and 7 of the Expense Code
14	AccountSub		3	Characters 8, 9, and 10 of the Expense Code
15	Description		15	This description is the line item description.
16	Due Date		6	Use the format YYMMDD.
17	Status		1	Blank = Normal S = Separate check at line item H = Set invoice to Hold (separate check will be set to N on header and detail)
18	Cash code	Alpha	1	Not used.

Samples (2 records):

1 COSTCO1001111110100111Inv #123456 2918.10Prop16500-000 Line 1 Item 100111

1 COSTCO1001111110100111Inv #123457 354.55Prop16510-000 mgmt. fees 100111

Batch.APS File Format Version 2 (CSV)

Field	Field Name	Type	Length	Description
1	Trans Type	Numeric	1	1=Invoice only 2=Payment only 3=Invoice and Payment
2	Voucher	Alpha	20	Enter a unique voucher number; for example, 00000084. If no entry is present, the import function adds it.
3	Vendor	Alpha	10	Vendor ID
4	Tran Date	Date		Use the format YYMMDD, MM/DD/YY, or MM/DD/YYYY
5	Period	Numeric	4	Use the format YYNN or YYYYNN. (YY or YYYY is the fiscal year, NN is the period. Ex: 1013 or 201013 for period 13 of the year 2010.
6	Invoice Date	Date		Use the format YYMMDD, MM/DD/YY, or MM/DD/YYYY
7	Invoice	Alpha	20	If invoice numbers must be unique, this is a required field.
8	PO	Alpha		Not used. Leave blank.
9	Amount	Numeric		Invoice amount (include decimal point, exclude commas/dollar signs. Ex: 1234.56)
10	PropertyCompany	Alpha	10	PropertyCompany ID
11	Expense Code	Alpha	20	Expense Code
12	Description	Alpha	40	This description is the line item description.
13	Due Date	Date		Use the format YYMMDD or MM/DD/YY
14	Status	Alpha	1	Blank = Normal I = Separate check at invoice header S = Separate check at line item V = Use vendor default (V) H = Set invoice to Hold (separate check will be set to N on header and detail)
15	Check Number	Alpha	10	Check number.
16	Check Date	Date		Use the format YYMMDD.
17	Check Amount	Numeric		Use a decimal point; exclude commas/dollar signs. Ex: 1234.56
18	Bank ID	Alpha	20	Bank ID

Sample (2 records):

1,,COSTCO,10/01/11,201110,10/01/11,Inv #123456,,2918.10,Prop1,6500-000,Line 1 Item,10/01/11,S,12121212,120122,1234.56,SunTrust

1,,COSTCO,10/01/11,201110,10/01/11,Inv #123456,,354.55,Prop1,6510-000,Line 2 Item,10/01/11,,33334444,120122,1234.56,SunTrust

Batch.APS File Format Version 3 (CSV)

Field	Field Name	Type	Length	Description
1	Trans Type	Numeric	1	1=Invoice only 2=Payment only 3=Invoice and Payment
2	Voucher	Alpha	20	Enter a unique voucher number; for example, 00000084. If no entry is present, the import function adds it.
3	Vendor	Alpha	6	Vendor ID
4	Tran Date	Date		Use the format YYMMDD, MM/DD/YY, or MM/DD/YYYY.
5	Period	Numeric	4	Use the format YYNN or YYYYNN. (YY or YYYY is the fiscal year, NN is the period. Ex: 1013 or 201013 for period 13 of the year 2010.
6	Invoice Date	Date		Use the format YYMMDD, MM/DD/YY, or MM/DD/YYYY.
7	Invoice	Alpha	20	If invoice numbers must be unique, this is a required field.
8	PO or Subcontract	Alpha	20	PO or Subcontract number. Used with PO or subcontract Line Number, if used.
9	Amount	Numeric		Invoice amount (include decimal point, exclude commas/dollar signs. Ex: 1234.56).
10	Invoice Line No	Numeric		Invoice Line Number
11	PropertyCompany	Alpha	10	PropertyCompany ID
12	Expense Code	Alpha	20	Expense Code
13	Description	Alpha	40	This description is the line item description.
14	Due Date	Date		Use the format YYMMDD or MM/DD/YY.
15	Status	Alpha	1	Blank = Normal I = Separate check at invoice header S = Separate check at line item V = Use vendor default (V) H = Set invoice to Hold (separate check will be set to N on header and detail)
16	Prorate Amount	Numeric		Prorate Amount (include decimal point, exclude commas/dollar signs. Ex: 1234.56).
17	Approved By	Alpha	10	Approved By
18	Invoice Type	Alpha	10	Invoice Line Number.
19	Location	Alpha	10	Location
20	Priority	Alpha	10	Priority
21	Retainage Amount	Alpha		Retainage Amount (include decimal point, exclude commas/dollar signs. Ex. 1234.56).
22	AP Account	Alpha	20	Override AP Account
23	Accrue Tax	Alpha	1	Y/N
24	Tax Code	Alpha	5	Tax Code.
25	Tax Amount	Numeric		Tax Amount (include decimal point, exclude commas/dollar signs. Ex. 1234.56).
26	JobNo	Alpha	12	Job Number
27	PhaseNo	Alpha	12	Phase Number
28	CostNo	Alpha	12	Cost Number
29	CostType	Alpha	10	Cost Type
30	Check Number	Alpha	10	Check Number
31	Check Line No	Numeric		Check Line Number
32	Check Date	Date		Use the format YYMMDD.
33	Check Amount	Numeric		Check Amount (include decimal point, exclude commas/dollar signs. Ex. 1234.56).
34	Retainage Paid	Numeric		Retainage Paid (include decimal point, exclude commas/dollar signs. Ex. 1234.56).
35	Blank ID	Alpha	20	Bank ID
36	Missing GL Data	Alpha	1	Y/N (Default=N)
37	PO or Subcontract Line No	Numeric		PO or Subcontract Line Number
38	PO or Subcontract Flag	Alpha	1	P for PO record and S for Subcontract record; leave blank if neither one.

Samples (3 records):

Sample Invoice only minimal data.

1,,ALWEL,150214,1502,150213,Inv#100,,500,,01150,6810,,,,,,,,,,,, ,,,,,,,,,,,,,

Sample Payment only minimal data

2,,ALWEL,150216,1502,,Inv#100,,,1,01150,,,,,,,,,,,,,,,,,,,0000125479,1,150216,500,,ChateauOP,,

Sample Invoice and Payment minimal data

3,,ALWEL,150214,1502,150213,Inv#101,,500,1,01150,6810,,,,,,,,,,,,,,,,,,0000125478,1,150216,500,,ChateauOP,,

Sample Invoice and Payment for Subcontract minimal data

3,,ALWEL,150214,1502,150213,Inv#101,Sub#222,,500,1,01150,6810,,,,,,,,,,,,,,,,,,0000125478,1,150216,500,,ChateauOP,,1,S