Import service: Bills—Limited beta

Import bill information into Intacct with the import service.

This import is part of an open or limited beta for the import service. Limited beta access is restricted to a small group of users who are helping us evaluate the performance of this import. For more information, see Open and limited betas.

The import service helps you to add or update large volumes of data by uploading files. The processes for creating new records and updating existing records are separate actions to help prevent accidental changes. The service includes built-in validation and correction tools to ensure that your data is accurate before importing.

Make sure you have the necessary permissions for the selected data area before you start your import.

To import bills, you need the following permissions.

Subscription Accounts Payable
Regional availability

All regions

User type Business
Permissions

Bills: List, View, Edit, Add, Post

If you do not have Post permissions, you can import the transactions as drafts.

About importing bills

There are several things to consider when you import bills into Intacct.

Bills must be positive

When importing bills, make sure that the number you import is positive. Negative numbers can cause problems both in the AP and AR subledgers, as well as in the GL.

Live vs. historical transactions

When you import bills, you choose the type of transaction they will be imported as: live or historical transactions

  • Live transactions are imported and posted to the GL.

OR

  • Historical transactions are imported and are not posted to GL. Instead, they are posted to either the AP or AR subledgers.

If you apply a payment to a historical transaction, Intacct updates the subledger and the GL. This reduces your AP and AR, and affects cash.

Sage Intacct recommends that you do not import paid, or partially paid, bills. Bills that have already been paid and that have been included in the import of historical transactions cannot be deleted from the GL because, as a historical transaction, they have not affected the GL.

If you do choose to import a paid or partially paid bill, note that Intacct automatically creates a historical debit memo adjustment for the paid portion of the imported bill. A 0 value entry that corresponds to the debit memo appears in Posted payments, and is set to your default payment method.

If you must delete a bill or invoice that has already been imported, ask your designated support to contact Sage Intacct Support. For more information about contacting support, see The Sage Intacct Community.

Journals must be established

Before you upload any transactions, you must establish journals for the transactions. Do this through Company > Admin > Subscriptions, and then configuring journals for both AP and AR applications before you import open bills.

Before you begin: plan your import

The import service has separated creating new records and updating existing records. These separate import actions require different information in the file that you import into Intacct.

Before you start, decide what type of import you're going to do.

  • Create new records

    When you create new records, you must include required field data for the import area. Other information can also be included with your import, as needed. Review the template of your import area to learn what other information can be added.

    Learn more about the Create process.

  • Update existing records

    When updating existing records, you only need to include the unique Record number, and the field or fields you intend to update.

    Learn more about the Update process and see an example.

Start with a template

Intacct recommends starting with a template for your import. There are several ways to create or access a template:

Learn more about the import service template options.

1. Enter data and include required fields

The data you put in your file will vary based on the type of import you're performing.

Create new records: To import new records, ensure that all required fields have data. Records with missing required field data must be updated before they can be imported into Intacct. You can update the missing information either in the file you uploaded or directly in the import service UI.

All import templates have information about each field in the import area, including which fields are required.

Update existing records: To update a record, you only need to provide the record number, and one or more specific fields you’re changing in your import file.

Not all imports allow updates to existing records. Review the list of available imports to confirm your import allows updates to records.

The following table contains the required fields for bill imports.

Field Name: BILL_NO

UI Field Name:

Bill number

Type:

Character

Length:

45

Default Value:

None

Valid Values:

Any

Dependencies:

No uniqueness required, but encouraged

Required:

Not required, but recommended.

Editable:

Yes, if the bill is not partially paid or paid

Field Name: VENDOR_ID

UI Field Name:

Vendor

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Alphanumeric and underscore

Dependencies:

Refers to a valid vendor.

Required:

Yes

Editable:

Yes, if the bill is not partially paid or paid

Field Name: CREATED_DATE

UI Field Name:

Date

Type:

Date

Length:

10

Default Value:

Today's date

Valid Values:

Any valid date format

Dependencies:

None

Required:

Yes

Editable:

Yes, if the bill is not partially paid or paid
Field Name: DUE_DATE

UI Field Name:

Due date

Type:

Date

Length:

10

Default Value:

None

Valid Values:

Any valid date format

Dependencies:

Cannot be before the CREATED_DATE

Required:

Yes, if you have not created a default term for the vendor. If you have already set the default term for the vendor, the field is not required and the due date is calculated based on the vendor terms.

Editable:

Yes, if the bill is not partially paid or paid

Field Name: BASECURR

UI Field Name:

Base currency

Type:

Character

Length:

3

Default Value:

None

Valid Values:

Any defined ISO three-letter ISO-4127 currency code such as USD or EUR

Dependencies:

Must reference a previously defined currency; locations in line items must use the same base currency.

Required:

No, except for shared multi-entity companies with multiple base currencies.

Editable:

No

Notes:

Applies only to shared multi-entity companies that use multiple base currencies. In this case, LOCATION_ID must also be in an entity that uses the same base currency as BASECURR. Also, this field defines the transaction base currency. Verify that locations in line items use the same base currency.

Field Name: EXCH_RATE_DATE

UI Field Name:

Exchange rate date

Type:

Date

Length:

10

Default Value:

Today

Valid Values:

Any valid date format

Dependencies:

None

Required:

Yes, unless you provide the EXCHANGE_RATE

Editable:

Yes

Notes:

Use only for multi-currency companies. This field determines the exchange rate as of this date.

Applies only if your company uses foreign currency transactions, and the transaction is in a foreign currency. Otherwise, this field is optional, and the system uses the base currency.

Field Name: TAXSOLUTIONID - This field only applies to companies subscribed to the Taxes application.
UI Field Name: Tax solution
Type: Character
Length: 100
Default Value: None
Valid Values: Alphanumeric and underscore
Dependencies: Must refer to a valid VAT or GST tax solution
Required: Yes, if your organization is configured for multiple tax jurisdictions and you are importing at the top level
Editable: No
Field Name: LINE_NO

UI Field Name:

No field name as such. These are the incrementing numbers on the left side of the transaction area in the Bills page.

Type:

Number

Length:

4

Default Value:

None

Valid Values:

Positive integer

Dependencies:

Start with 1 for the first line of a transaction, and increment by one for each subsequent line.

Required:

Yes

Editable:

No

Field Name: ACCT_NO

UI Field Name:

Account

Type:

Character

Length:

24

Default Value:

None

Valid Values:

Must conform to primary/sub account specifications.

Dependencies:

Refers to a valid account number

Required:

Yes. See note for more information.

Editable:

No

Note:

If your company is Accrual only, the contents of this field are ignored at import.

If your company is Accrual and Cash, this field is used to book the expense account in the cash books, therefor it is important the correct GL expense account is entered here for the cash book to post correctly at the time of payment.
Field Name: AMOUNT

UI Field Name:

Amount

Type:

Number

Length:

38,2

Default Value:

None

Valid Values:

Should be non-zero with negatives designated by a leading dash

Dependencies:

None

Required:

Yes

Not required for if your company is subscribed to the Taxes application and INCLUSIVE is set to T.

Editable:

Yes, if the bill is not partially paid or paid

Note:

Amount refers to line items that make up a total bill.

For example, if a bill totals $1000, and each line item in the bill is $200, you would enter $1000 in the Total Due column, and then five separate lines with $200 in the Amount column.

The total of the Amount column must match the total for the Total Due column if they are identified for the same bill. We recommend that you leave Total due empty and let Sage Intacct calculate it based on the Amount, to avoid errors that prevent import.

If your company is subscribed to the Taxes application, and if INCLUSIVE is set to T, enter a value for TOTALTRXAMOUNT and leave this field and TAX_AMOUNT blank.

Field Name: TAX_LINE_NO - This field only applies to companies subscribed to the Taxes application.

UI Field Name:

No field name as such. These are the incrementing numbers for the tax lines specific to line items.

Type:

Number

Length:

4

Default Value:

None

Valid Values:

Positive integer

Dependencies:

Start with 1 for the first tax line of a line item, and increment by one for each subsequent line.

Required:

 Yes, for VAT or GST tax solutions

Editable:

Yes

Notes:

This field is only applicable for VAT or GST tax solutions.
Field Name: TAX_DETAILID - This field only applies to companies subscribed to the Taxes application.

UI Field Name:

Tax detail

Type:

Character

Length:

30

Default Value:

None

Valid Values:

Refers to a valid tax detail ID

Dependencies:

None

Required:

 Yes, for VAT or GST tax solutions

Editable:

Yes, if the bill is not partially paid or paid
Notes: This field is only applicable for VAT or GST tax solutions.
Field Name: TOTALTRXAMOUNT - This field only applies to companies subscribed to the Taxes application.

UI Field Name:

Transaction total

Type:

Number

Length:

38,2

Default Value:

None

Valid Values:

Any, with negative values designated by a leading dash

Dependencies:

None

Required:

Yes, only if INCLUSIVETAX is set to T

Editable:

Yes, if the bill is not partially paid or paid and INCLUSIVETAX is enabled

Notes: This field is only applicable for VAT or GST tax solutions.
Learn more about how to exclude columns and rows of information in your import file.

2. Load your file and map your data

The following are high-level steps for how to import records into the import service. Learn more about loading your file and mapping your data in the import service.

  1. Go to Company > Setup > Import data.

  2. Go to the Import workspace section and select New import service.

  3. Do one of the following:

    • Select Create next to an import in an application area to add new information to Intacct.

    • Select Update next to an import in an application area to update existing information in Intacct,

    Update is only available for some imports. If you do not see an update link next to an import, you cannot update records in that area using the import service.

  4. Drag and drop a file containing the information into the import workspace, or select Upload file to use the file explorer.

  5. Optionally, select the tab you want to work with first, select the area to import into, and then select Continue.

    This option is only available if your file has more than one tab.

  6. The Map fields page opens. Select the Destination fields for your data using the dropdown menus. Hover over any field to view a preview of the data on the right side of the page. Previewing the data can help you select the correct destination field.

    If there are incoming columns of information you do not want to import into Intacct, leave the dropdown blank, or select Do not import. Intacct ignores those columns during the upload process.

    Double-check all field mappings before continuing. This ensures your data goes to the right fields in Intacct. As the import service learns more about your imports, the mappings will become more automatic.

  7. When all incoming fields are mapped to destination fields, select Continue.

  8. Optionally, you can map your field values to existing default values in Intacct by selecting them from the dropdown menu. If none of your fields have default values, this step is skipped.

3. Data validation and correction

After your fields are mapped, the import service validates the data and loads it into a review sheet. Any errors that might have been encountered are highlighted in red.

This is your opportunity to correct any errors before importing into Intacct. Depending on the number and complexity of errors, you can fix errors in the review sheet, or cancel the import and fix the errors in your file.

You can import files that contain both valid and invalid records. However, any record with an error will not be imported and will be moved to a separate error sheet. From there, you can either correct and re-import the records or delete them.

Find and fix errors

The import service review sheet has tools to help you find and fix errors in your records before you import the data into Intacct.

  • Use built-in filters to view only invalid records.
  • Hover over highlighted cells to see error messages.
  • Correct errors directly in the sheet or in your source file, then re-upload if needed.
  • Use Revalidate to check corrections before importing.

Learn more about data validation and correction in the import service.

4. Finalize and import

After errors are resolved, select Import to load your data into Intacct.

After you’ve imported a file, you can check its status in the Files > Available downloads tab in the import workspace. In this area you can download the imported data, or review the file name for details about the import. This makes it easy to confirm your import was successful and access your data whenever you need it.