CSV import: AP supplier invoices

#

Any row that starts with # is ignored during import.

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 based on the frequency defined in the Summary Type dropdown on the Configure Accounts Payable page.

BATCH_TITLE is prepended with ""HISTORY".

UI Field Name:

AP supplier invoice 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 AP supplier invoice is not partially paid or paid

UI Field Name:

Reference number

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

UI Field Name:

Supplier

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Alphanumeric and underscore

Dependencies:

Refers to a valid supplier.

Required:

Yes

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

UI Field Name:

Pay to

Type:

Character

Length:

40

Default Value:

Pay to assigned supplier

Valid Values:

Alphanumeric and underscore

Dependencies:

A valid Contact

Required:

No

Editable:

Yes

UI Field Name:

Return to

Type:

Character

Length:

40

Default Value:

Return to assigned supplier

Valid Values:

Alphanumeric and underscore

Dependencies:

A valid Contact

Required:

No

Editable:

Yes

UI Field Name:

GL posting date

Type:

Date

Length:

Default Value:

Based on transaction summary settings

Valid Values:

Any valid date format

Dependencies:

If the summary frequency is Daily, the posting date for each AP supplier invoice will be the CREATED_DATE. If the summary frequency is Monthly, the posting date for each bill will be the month end date.

Required:

No

Editable:

Yes, if the AP supplier invoice is not partially paid or paid.

UI Field Name:

Type:

Length:

Default Value:

Valid Values:

Dependencies:

Required:

Editable:

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 supplier. If you have already set the default term for the supplier, the field is not required and the due date is calculated based on the supplier terms.

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

UI Field Name:

Amount

Type:

Number

Length:

38,2

Default Value:

None

Valid Values:

Should non-zero with negatives designated by a leading dash

Dependencies:

None

Required:

No

Editable:

No

UI Field Name:

No corresponding field in the Create AP supplier invoice page. This is the amount of a prior partially paid AP supplier invoice.

Type:

Number

Length:

38,2

Default Value:

None

Valid Values:

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

Dependencies:

None

Required:

No

Editable:

No

Note:

UI Field Name:

No corresponding field in the Create AP supplier invoice page. This would be the date of a prior partially paid AP supplier invoice.

Type:

Date

Length:

10

Default Value:

None

Valid Values:

Any valid date format

Dependencies:

Cannot be before the CREATED_DATE

Required:

No

Editable:

No

UI Field Name:

Terms

Type:

Character

Length:

40

Default Value:

Defaults to term assigned to vendor, if any

Valid Values:

Any

Dependencies:

Must be a valid Accounts Payable term name

Required:

No

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

UI Field Name:

Description

Type:

Character

Length:

80

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

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.

UI Field Name:

Currency

Type:

Character

Length:

3

Default Value:

Base Currency

Valid Values:

Any defined currency, such as USD or EUR; 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.

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.

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.

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.

UI Field Name:

Inclusive taxes

Type:

Character

Length:

1

Default Value:

F

Valid Values:

T (True), F (False)

Dependencies:

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

Required:

No

Editable:

Yes

Notes:

This field is only applicable for VAT or GST tax solutions. If you set this field to T, enter a value in TOTALTRXAMOUNT and leave AMOUNT blank.

UI Field Name:

Partly exempt

Type:

Character

Length:

1

Default Value:

F

Valid Values:

T (True), F (False)

Dependencies:

The Taxes application is enabled, the tax solution is United Kingdom: VAT, and partial exemption is enabled.

Required:

No

Editable:

Yes

UI Field Name:

No field name as such. These are the incrementing numbers on the left side of the transaction area in the AP supplier invoices 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

UI Field Name:

Memo

Type:

Character

Length:

1000

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

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.

UI Field Name:

Account label

Type:

Character

Length:

80

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

UI Field Name:

Location

Type:

Character

Length:

20

Default Value:

None

Valid Values:

An existing valid location

Dependencies:

None, except 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 AP supplier invoice 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.

UI Field Name:

Department

Type:

Character

Length:

20

Default Value:

None

Valid Values:

Should be a valid department

Dependencies:

None

Required:

No

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

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 AP supplier invoice is not partially paid or paid

Note:

Amount refers to line items that make up a total AP supplier invoice.

For example, if an AP supplier invoice totals R1000, and each line item in the AP supplier invoice is R200, you would enter R1000 in the Total Due column, and then five separate lines with R200 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 AP supplier invoice. 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.

UI Field Name:

Allocation

Type:

Character

Length:

50

Default Value:

None

Valid Values:

An existing valid transaction allocation

Dependencies:

None

Required:

No

Editable:

No

UI Field Name:

AP account

Type:

Character

Length:

24

Default Value:

None

Valid Values:

Must conform to primary/sub accounts.

Dependencies:

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

Required:

No

Editable:

Yes

UI Field Name:

Transaction status

Type:

Character

Length:

None

Default Value:

Draft

Valid Values:

Draft, Submit

Dependencies:

None

Required:

No

Editable:

No

Note:

For AP supplier invoices with an action of Draft, required field validation is relaxed. Only AMOUNT and LOCATION_ID are required for draft AP supplier invoices.

UI Field Name:

Attachment

Type:

Character

Length:

20

Default Value:

None

Valid Values:

None

Dependencies:

None

Required:

No

Editable:

Yes

UI Field Name:

Billable

Type:

Character

Length:

Any

Default Value:

F

Valid Values:

T (True), F (False)

Dependencies:

No

Required:

No

Editable:

Yes

UI Field Name:

Billed

Type:

Character

Length:

Any

Default Value:

F

Valid Values:

T (True), F (False)

Dependencies:

None

Required:

No

Editable:

Yes

UI Field Name:

Billed

Type:

Character

Length:

Any

Default Value:

F

Valid Values:

T (True), F (False)

Dependencies:

None

Required:

No

Editable:

Yes

UI Field Name:

Name of acquired asset

Type:

Character

Length:

100

Default Value:

None

Valid Values:

Any

Dependencies:

None

Required:

No

Editable:

No

UI Field Name:

Asset creation

Type:

Character

Length:

1

Default Value:

S

Valid Values:

S, M, N (S = Create fixed asset, M = Create multiple fixed assets, N = Do not create asset)

Dependencies:

None

Required:

No

Editable:

No

UI Field Name:

Number of assets

Type:

Number

Length:

10

Default Value:

None

Valid Values:

Digits 0-9

Dependencies:

None

Required:

No

Editable:

No

UI Field Name:

Include tax in asset cost

Type:

Character

Length:

5

Default Value:

F

Valid Values:

T (True), F (False)

Dependencies:

None

Required:

No

Editable:

No

UI Field Name:

Asset

Type:

Character

Length:

50

Default Value:

None

Valid Values:

Any

Dependencies:

A valid asset

Required:

No

Editable:

No

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:

Editable:

Yes

Notes:

This field is only applicable for VAT or GST tax solutions.

UI Field Name:

Transaction tax

Type:

Number

Length:

38,2

Default Value:

None

Valid Values:

Any, with negatives values designated by a leading dash

Dependencies:

None

Required:

No

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

UI Field Name:

Tax detail

Type:

Character

Length:

30

Default Value:

None

Valid Values:

Refers to a valid tax detail ID

Dependencies:

None

Required:

Editable:

Yes, if the AP supplier invoice is not partially paid or paid

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 AP supplier invoice is not partially paid or paid and INCLUSIVETAX is enabled

UI Field Name:

Project

Type:

Character

Length:

20

Default Value:

None

Valid Values:

A valid Project

Dependencies:

A valid Project

Required:

No

Editable:

Yes

UI Field Name:

Customer

Type:

Character

Length:

20

Default Value:

None

Valid Values:

A valid Customer

Dependencies:

A valid Customer

Required:

No

Editable:

Yes

UI Field Name:

Supplier

Type:

Character

Length:

20

Default Value:

None

Valid Values:

A valid supplier.

Dependencies:

A valid supplier.

Required:

No

Editable:

Yes

UI Field Name:

Employee

Type:

Character

Length:

20

Default Value:

None

Valid Values:

A valid Employee

Dependencies:

A valid Employee

Required:

No

Editable:

Yes

UI Field Name:

Item

Type:

Character

Length:

20

Default Value:

None

Valid Values:

A valid Item

Dependencies:

A valid Item

Required:

No

Editable:

Yes

UI Field Name:

Type:

Character

Length:

20

Default Value:

None

Valid Values:

A valid Class

Dependencies:

A valid Class

Required:

No

Editable:

Yes