CSV import: Accounts Payable adjustments

You can import Accounts Payable adjustments by uploading a CSV file.

You must have the following to import AP adjustment information.

Subscription

Accounts Payable

User type

Business
Permissions

Adjustments: List, View, Edit, Add, Post

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

Download a template

Download a new blank template from the Import pop-up window whenever you import AP adjustments information into Sage Intacct. This is important because:

  • Templates are automatically customized based on your company configuration, including dimensions and custom fields you created.
  • Templates can be updated by Intacct at any time, especially when a new version of Intacct is released. This means that an older template might not work.

  1. Go to Accounts Payable > All > Payments > Adjustments.

  2. Select Import.
  3. Select the Download template link.

Prepare a CSV file for import

When you download a template from the import pop-up window or an object list page, the correct headers are in the template already. All you have to do is fill in the columns with your data, save it as a CSV file, and upload the file.

The header titles in the template you download correlate to fields in Intacct. Incorrect header titles will cause an upload error.

For more information about the CSV upload process, including best practices, common errors, and how to upload your CSV file, see Prepare your file for CSV import.

Best practices

The following best practices will help you prepare your CSV file for upload.

  1. Download a template from the Import pop-up window or an object list page:

    • Use the latest template, especially following a product release.
    • Use the correct template for the area in which you want to upload information. Different templates organize different types of information. Use a template specifically for the information you need to upload.

  2. Use the column descriptions as a guide to entering information.

    • Don’t change the titles in the header row. The header titles correlate to fields in Intacct. Incorrect header titles will cause an upload error. When you download a template from the Import pop-up window, the correct headers are in the template.
    • Read the header descriptions in the template. The header description is the cell under the header row that explains what type of information is accepted for each column. If you enter information in the wrong format, or with an incorrect accepted value, it will cause an error in your upload. The header descriptions in the template show you how the information should look. For example, the header in the GL Journal Entries template for JOURNAL shows that allows up to four characters, is required, and has no default values. The header in the Reporting Periods template shows that the STATUS only allows the values 1 or 2, which correlates to True and False, and isn’t a required field.
    • Enter required information. Some data is required, while other data isn't. Read the description field to determine which information is required. Required information is necessary for your upload to succeed.
  3. Save the file as a comma-separated value, or CSV, file. If saving from Excel, you could choose the comma-delimited file type.

The file will have the file extension .csv after you save it. Leave the file open until your import is successful. Excel can sometimes reformat the file if you close it before the import is successful.

Avoid common import errors

Intacct recommends following these guidelines to avoid import errors.

In Microsoft Excel:

  1. Select all cells.
  2. Right-click the cells and select Format Cells.
  3. On the Number tab, select Text and then select OK.
  4. Save the file.

The short date format is formatted like this: 3/15/2021

In Microsoft Excel:

  1. Select a column of dates.
  2. Right-click the column and select Format Cells.
  3. On the Number tab, select Date and select the short date format.
  4. Save the file.

While spaces within memo fields are allowed, make sure there are no leading or trailing spaces in any field (not just memos). Leading and trainling spaces may cause import errors. For all other fields, remove unnecessary spaces at the start or end of the data.

In Microsoft Excel:

  1. Select a range of cells.
  2. On the Home tab, in the Editing group, select Find & Select and select Replace.
  3. In the Find what box, press the space bar once. Leave the Replace with box blank.
  4. Select Replace All. A prompt opens telling you how many spaces have been removed.
  5. Save the file.

Commas are used to separate fields in CSV files.

To prevent data from shifting into the wrong columns, avoid using commas in numeric and text fields.

If you must include a comma in a text field, always surround the field with double quotes, for example "Smith, John".

Headers in your CSV file must match the template exactly, including spelling, capitalization, and spacing. Even small changes (such as adding a space or changing a letter’s case) will cause the import to fail. Always use the official template provided by Sage Intacct.

ID fields must contain exact references to customers or vendors.

ID fields must match exactly, including capitalization. For example, ven100 and VEN100 do not match.

Enter the ID exactly as it appears in Intacct or you run the risk of matching transactions to the wrong vendor or customer, or having the upload fail.

If you reference a vendor, customer, term, budget, etc., in a CSV file, whatever you’re referencing must already exist in Intacct.

For example, if you’re uploading transactions for a particular vendor, if the vendor does not already exist as a vendor in Intacct before your upload, your upload will fail.

This does not apply when creating new customers or vendors using the import process.

For more information about to correctly number line items, see CSV import: Line number examples.

For fields with predefined valid entries (such as True/False), use initial capitalization. For example True, not TRUE or true. IDs require exact case matches, while predefined entries require initial capitalization.

If your import template contains a country field, for example for an address, make sure that this field has an entry.

If your company has enabled ISO country codes, you must specify the country code in the country field for each record. If you are unsure whether ISO codes are enabled, check with your administrator or test a sample import to confirm the required format.

Format dates

When uploading your CSV file, you can select a Date Format for the dates in your file.

Date sequence Date format
Day, month, year
  • DD MM YY
  • DD.MM.YY
  • DD/MM/YY
  • DD-MM-YY
Month, day, year
  • MM DD YY
  • MM.DD.YY
  • MM/DD/YY
  • MM-DD-YY
Year, month, day
  • YY MM DD
  • YY.MM.DD
  • YY/MM/DD
  • YY-MM-DD
Day, month, year
  • DD MM YYYY
  • DD.MM.YYYY
  • DD/MM/YYYY
  • DD-MM-YYYY
Month, day, year
  • MM DD YYYY
  • MM.DD.YYYY
  • MM/DD/YYYY
  • MM-DD-YYYY
Year, month, day
  • YYYY MM DD
  • YYYY.MM.DD
  • YYYY/MM/DD
  • YYYY-MM-DD

When you select a date format here, Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.

Import an AP adjustments CSV file

Now that you've entered your data and looked through it for any of the common issues imports can have, you’re ready to import your file to Intacct.

  1. Go to Accounts Payable > All > Payments > Adjustments.

  2. Select Import.
  3. Select Choose File and locate the CSV file you want to import.
  4. If your CSV file contains dates, you can set the date format to match the format in the CSV file.
  5. You can allow the system to auto-detect the type of CSV file that you are uploading, or you can select a specific CSV file format, such as Mac OSx, Windows-1252, and more.

  6. If your import file is large, you can choose to Process offline.

    When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox.

    Intacct recommends selecting Process offline when importing CSV files, and provide your email address. If your import fails, you’ll always be notified, and the failed records are sent to your email.

  7. If you want to be notified by email when an offline import is finished or if errors occur in the import process, enter your email address.

    8. Intacct highly recommends always entering your email address in this field.

  8. Select Import.

After an import, Sage Intacct informs you if the import was successful and how many records were imported.

In a completely successful import, the confirmation page lets you verify all the records in your original file were, in fact, successfully imported without having to verify them manually.

Import offline

Some imports can take considerable time, depending on their size and how much processing Intacct must do to the data. When in doubt, select the Process offline option on the import utility page.

When the offline process is complete, Intacct sends an email to the address you entered in the Import pop-up window (where you imported your file).

Intacct recommends selecting Process offline when importing CSV files, and provide your email address. If your import fails, you’ll always be notified, and the failed records are sent to your email.

Import encoded CSV files

File Encoding offers options for uploading CSV files in different formats. You can enable the system to detect automatically the type of CSV file that you’re uploading. You can also select a specific CSV file format, such as Mac OSx, Windows-1252, or other types.

Handle errors

If you experience import errors, review the importing tips and common errors.

Import errors occur when you try to import information that doesn’t match the requirements of the template. Each template has a set of required information you must enter to import the file successfully, and formats to follow for certain kinds of information. Read the descriptions in the template to determine the most accurate way to enter your data.

If individual transactions are in error, the rows in the transaction that are in error are saved in a CSV file for you along with an error code for each row. Check your email for information about specific errors. See Find and fix CSV import errors for more information.

For more information about the CSV upload process, read Prepare your file for CSV import.

About the AP adjustment CSV file fields

You should consider the following before uploading AP adjustments information using a template.

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, invoices, and adjustments.

Live vs. historical transactions

When you import bills, invoices, or adjustments, 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 (bill or invoice), Intacct updates the subledger and the GL. This reduces your AP and AR, and affects cash.

Field descriptions

The field definitions in your template explain what type of information is required for each field, and how to enter valid information. It's always a good idea to read the field definitions before making entries.

You can reorder the columns of your CSV file for ease of use. However, the column header must contain the field name exactly as it appears in the original template.

If you downloaded a template from the Import pop-up window or an object list page, your template contains the headers and dimensions that are specific to your company. The following headers are for a standard template and may not contain some field definitions specific to your company.

To import dimension values, enter information in the appropriate dimension column of the import spreadsheet. Otherwise, no information appears for that dimension.

If you relabeled any dimensions (see Terminology for more information), your dimension name doesn’t appear in the CSV template, but the original Intacct dimension name does.

The Adjustment Type and Supporting Document ID fields aren’t used in the template for import. If your template contains these headers, don’t enter information for these fields.

You can’t add supporting documents during an import. Adding this information to the template will cause your upload to fail.

You don’t need to add the Adjustment Type because it's automatically determined for you by whether the amount you entered for a line item is a positive or negative number.

When importing data, names in the FIELD column may differ from terminology used in your location. For information on terms that may differ in your location, see Terminology across locales.

Field Name: DONOTIMPORT

#

Any row that starts with # is ignored during import.
Field Name: BATCH_TITLE

UI Field Name:

Batch

Type:

Character

Length:

70 (Not including prepended value, see Dependencies)

Default Value:

None

Valid Values:

Any

Dependencies:

Batch will be prepended with "HISTORY—"

Required:

No

Editable:

Yes

Notes:

Depending on whether you include a BATCH_TITLE, manual or automatic summaries are created.

  • If you include BATCH_TITLE, the manual summary is named with this title and dated as of the CREATED_DATE.
  • If you do not include BATCH_TITLE, an automatic summary is created that is based on the frequency you select in the Configure Accounts Payable page, in the Summary Type dropdown list. To access this page:

    1. Go to Company > Admin > Subscriptions.

    2. When the Subscriptions list displays, select Accounts Payable > Configure.

Also, BATCH_TITLE is prepended with "HISTORY".
Field Name: ADJUSTMENT_NO

UI Field Name:

Adjustment Number

Type:

Character

Length:

45

Default Value:

None

Valid Values:

Any

Dependencies:

No uniqueness required, but encouraged

Required:

No, but recommended

Editable:

Yes, if the adjustment is not applied
Field Name: BILL_NO

UI Field Name:

Reference Invoice Number

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Any

Dependencies:

Must go to a valid

Required:

No

Editable:

Yes, if the adjustment is not applied
Field Name: VENDOR_ID

UI Field Name:

Customer

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Alphanumeric and underscore

Dependencies:

Refers to a valid customer

Required:

Yes

Editable:

Yes, if the adjustment is not applied
Field Name: CREATED_DATE

UI Field Name:

Date

Type:

Date

Length:

10

Default Value:

None

Valid Values:

Any valid date format

Dependencies:

None

Required:

Yes

Editable:

Yes, if the adjustment is not applied
Field Name: DESCRIPTION

UI Field Name:

Description

Type:

Character

Length:

80

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Editable:

Yes, if the adjustment is not applied
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:

Defines the transaction base currency. Verify that locations in line items use the same base currency.

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.
Field Name: CURRENCY

UI Field Name:

Currency

Type:

Character

Length:

3

Default Value:

Base Currency

Valid Values:

Any defined ISO three-letter ISO-4127 currency code; blank denotes base currency.

Dependencies:

Must reference a previously-defined currency.

Required:

No

Editable:

Yes

Notes:

Use only for multi-currency companies. This field defines the transaction currency. If no entry is defined here, the base currency is used.

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: 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. 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: EXCH_RATE_TYPE_ID

UI Field Name:

Exchange Rate Type

Type:

Character

Length:

40

Default Value:

Intacct Daily Rate, unless a custom exchange rate is defined as the default

Valid Values:

Alphanumeric and underscore

Dependencies:

Must reference a previously defined exchange rate type

Required:

No

Editable:

Yes

Notes:

Use only for multi-currency companies. Defines an optional custom exchange rate type. The Intacct Daily Rate is used if no optional one is defined here.

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: EXCHANGE_RATE

UI Field Name:

Exchange Rate

Type:

Number

Length:

17, not including decimal point

Default Value:

Defaults to the exchange rate of the CURRENCY on the EXCH_RATE_DATE for the EXCH_RATE_TYPE

Valid Values:

Positive integers

Dependencies:

None

Required:

No

Editable:

Yes

Notes:

Use only for multi-currency companies. Overrides the default exchange rate, which is the product of the CURRENCY, EXCH_RATE_DATE and EXCH_RATE_TYPE.

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: 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 Create Adjustment 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
Note:

Starts with 1 for the first line of a transaction, and increments by one for each subsequent line within a transaction. Example of line numbers.
Field Name: MEMO

UI Field Name:

Memo

Type:

Character

Length:

1000

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Editable:

Yes, if the adjustment is not applied
Field Name: ACCT_NO

UI Field Name:

GL Account

Type:

Character

Length:

24

Default Value:

None

Valid Values:

Must conform to primary/sub account specification established on the Company Information page, and must also refer to a valid account number.

To access the Company Information page, go to Company >Setup > Configuration.

Dependencies:

Refers to a valid account number

Required:

Yes

Editable:

No
Field Name: ACCT_LABEL

UI Field Name:

Account Label

Type:

Character

Length:

80

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Editable:

Yes, if the adjustment is not applied
Field Name: LOCATION_ID

UI Field Name:

Location

Type:

Character

Length:

20

Default Value:

None

Valid Values:

An existing valid location

Dependencies:

None, except that in shared multi-entity companies with multiple base currencies, the LOCATION_ID must use the same currency as the BASECURR field.

Required:

No

Editable:

Yes, if the bill is not partially paid or paid

Notes:

In shared multi-entity companies with multiple base currencies, LOCATION_ID must be in an entity that uses the same base currency as BASECURR.
Field Name: DEPT_ID

UI Field Name:

Department

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Must refer to a valid department

Dependencies:

None

Required:

No

Editable:

Yes, if the adjustment is not applied
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.

The amount you provide determines whether Sage Intacct imports this adjustment as a credit memo or a debit memo. Negative-value adjustments, which decrease the amount you owe, are recorded as debit memos. Positive-value adjustments, which are liabilities, are recorded as credit memos.

Editable:

Yes, if the adjustment is not applied

Note:

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: APADJUSTMENTITEM_APACCOUNT

UI Field Name:

AP account

Type:

Character

Length:

24

Default Value:

None

Valid Values:

Must conform to primary/sub account.

Dependencies:

Refers to a valid account number and balancing account as payable account.

Required:

No

Editable:

Yes
Field Name: ACTION

UI Field Name:

Transaction status

Type:

Character

Default Value:

Draft

Valid Values:

Draft or Submit

Dependencies:

None

Required:

No

Editable:

No
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 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: INCLUSIVETAX - This field only applies to companies subscribed to the Taxes application.
UI Field Name: Inclusive taxes
Default Value: false
Valid Values: T (true), F (false)
Dependencies: The Taxes subscription is enabled for a VAT or GST tax solution.
Required: No
Editable: Yes
Notes: This field is only applicable for VAT and GST tax solutions. If you set this field to T, enter a value in TOTALTRXAMOUNT and leave 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:

The Taxes subscription is enabled for a VAT or GST tax solution. 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:

No
Field Name: TAX_AMOUNT - This field only applies to companies subscribed to the Taxes application.

UI Field Name:

Transaction tax

Type:

Number

Length:

38,2

Default Value:

None

Valid Values:

Any, with negative values designated by a leading dash

Dependencies:

The Taxes subscription is enabled for a VAT or GST tax solution.

Required:

No

Editable:

Yes, if the bill is not partially paid or paid
Notes: This field is only applicable for VAT or GST tax solutions. The amount entered will override the tax calculated by the tax detail.
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:

The Taxes subscription is enabled for a VAT or GST tax solution.

Required:

 Yes, for VAT or GST tax solutions

Editable:

Yes, if the bill is not partially paid or paid
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:

The Taxes subscription is enabled for a VAT or GST tax solution.

Required:

 Yes, only if INCLUSIVETAX is T

Editable:

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

Note:

If you provide a value for this field, leave AMOUNT and TAX_AMOUNT blank.