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.

1. 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.
2. Complete Step 1 to select a file.
3. Complete Step 2 to select an accounting date if necessary, and decide whether to create a new batch.

Completing Step 1

1. Confirm that the field Track Unit? on the Account Maintenance Tab is not selected. You cannot import accounts when this option is selected.
2. Click Browse. Your operating system navigation window displays.
3. Navigate to and select either of the following file types: INVOICE.BCL or BATCH.APS.
4. 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.
5. 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.
6. 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

1. Determine whether to use an override date based on exceptions.
2. 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.
3. Or click the field to remove the checkmark, and import transaction dates as the are in the file.
4. 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.
5. 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.
6. 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.
7. At Approved Date, enter a date (mm/dd/yyyy). Or, use the Calendar Button to select a date.
8. At Approved By, enter the approver's name.
9. At Approval Code, enter the code.
10. 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.
11. Click OK to acknowledge the message.

If the import is not successful, a report detailing errors displays in a PDF format and no records are imported. Use the print capabilities of PDF to print the report. The error report lists the tag/name of the field in the import file that is in error, the value of the field, and the action that needs to be completed to correct the problem. The report can include any of the following errors:

• Need to setup this vendor in eFinancials.
• Need to setup this account in eFinancials.
• Need to setup this PropertyCompany in eFinancials.
• Duplicate combination cannot be imported based on Global Policy setting.
• Expense Code does not exist for the PropertyCompany.
• Expense Code is not active.
• Expense Code is closed.
• Period closed for this Invoice Date/PropertyCompany.
• Period inactive for this Invoice Date/PropertyCompany.
• Period missing for this Invoice Date/PropertyCompany.
• Calendar missing for this Invoice Date/PropertyCompany.
• Could not create unique voucher id by appending ePO or using next voucher in Global Policy.
• Date is outside the user's policy valid posting range.

Warning Messages

Be sure to look for warning messages in the error report. These messages alert you to vouchers that were renumbered. The report shows the attempted import value, the new value assigned in eFinancials, and the batch that was created or updated. The import ignores warning messages and completes successfully.

 

Copyright © 2018 Infor. All rights reserved. www.infor.com.