4. Do not make changes to the Master record. To create a custom form, click Copy.

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1 Custom Invoice Import Custom imports allow for the creation of Munis invoices through a fixed or delimited file import. Customization of the import form can be edited to fit an existing export or report from a subsystem, or to accommodate a template to be used in place of large volume data entry. Form Definitions Financials>Accounts Payable>Setup>Form Definitions 1. Click Search. 2. Search for process: apinvimp and type: Master 3. Click Accept. The system will display the default layout for AP Import. 4. Do not make changes to the Master record. To create a custom form, click Copy. 11

2 5. Provide a Name and Description. 6. Click Accept. 7. Click Yes to Proceed with Copy. The system displays the new form definition and is ready to be customized. 12

3 Note: The standard invoice import format expects a 3-line import record per invoice: Header, Detail, and Vendor information. This can be modified to expect a single line import, but will limit you from allocating to multiple accounts or adding vendors on-the-fly. This example assumes it is a single line per invoice, and allocated to one expense account. This example is using an Excel template to populate invoice data, and then saved as a delimited file to be imported as an AP batch. 8. Click Update. 9. Indicate the number of lines (rows) the import should expect for each invoice record: 10. Press Tab to move to the detail portion of the screen. 13

4 11. For each field name, there are columns identifying the maximum characters, line that informs the system as to which row the data is found on the import file, and the column or position that system will find the field in the import file. Note: You have the option to create a fixed length or a delimited file. Fixed Length: The Col column is used to indicate the starting position of the field in the import file. Delimited: The Col column is used to indicate which column the system will find the data for this field in the import file. This example will create a delimited file. 12. The Row Type columns indicate which row or line on the import file to find the data. Since this example assumes the import file is a single line per invoice, set the row type to 1 for all data fields. 13. Set the Col column to zero for any fields not included on the import file. 14. See Appendix A and B for the full form definition and sample data for the example used. I created a Microsoft Excel template, which outlines the fields I will include in my import. Note: Columns highlighted in yellow will always be the same value. The row type tells Munis what row of the import file to find the data, and the sequence indicates the order of GL account allocation, but since this assumes a single account, it will always be one. 14

5 15. Save the Excel file as a delimited file. You may choose your preferred delimiter. I chose a pipe ( ). 16. Click Test from the Menu group of the ribbon to test the import. The system will open Accounts Payable Invoice Import. Note: This program can also be found from the menu: Financials>Accounts Payable> Invoice Processing> Invoice Import 17. Click Define 18. Browse for the text file to be imported. 19. From the Import Format list, select Custom. 20. Establish the posting year and period, cash account, warrant, department, and so on. 21. From the Form list, select the custom import format just created. 15

6 22. Indicate the delimiter of the file. I selected the pipe ( ) in this example. Note: This would be left blank if the import file was a fixed length format type. 23. Select the Include Decimals check box if your amount fields contain decimals. 24. Select the On the Fly Vendors check box to direct the system to create a new vendor record, if it does not currently exist. 25. From the Flag Imported Invoices As list, choose the default payment method. 26. Click Accept. 27. Click Pre-edit to test the import. The system will return any errors or warnings with the import. 28. Display or Print to review the errors. 29. Click OK to review the errors and make any corrections to the data. Note: You may import with warnings, but not with errors) 30. When all errors have been resolved, click Import. 16

7 31. Click OK to confirm the creation of invoices. 32. Open Invoice Entry to review the invoices, attach documentation, and to release/post the batch for processing. Keep in mind that the import status is a default established in AP Settings. That will determine whether or not these invoices are required to follow standard API workflow. Note that certain fields will be conditionally required when establishing your template. In this example, the vendor status was required since I used a one-time-pay vendor. If using an active vendor, or adding a vendor on the fly, this would not be a required field. Org/Obj/Proj codes were not required since I used a long account. The errors provided during the test import will indicate if required fields are missing from the import. 17

8 01/22/ :35 KISD TESTING DATABASE Dec PG 5 kiparmeterv Form Definitions spformdf Process: apinvimp Description: AP INVOICE IMPORT FORM Master form process: apinvimp Name: INVIMPRT Number of lines: 1 Master form name: BASEFORM Type: User Modified Test program ID: apinvimp FLD TYPE FIELD NAME / TEXT SZ LN COL LN COL LN COL LN COL 1 Alpha Row Type Alpha Invoice Numeric Vendor Numeric Remit No Date Invoice Date Date Due Date Numeric Invoice Total Alpha Invoice Description Alpha Voucher Alpha Purchase Order Alpha Department Alpha Separate Check Alpha Budget Distribution Alpha Comments Date Discount Date Numeric Discountable Amount of Gross Numeric Discount Applied to Gross Numeric Sales Tax Numeric Use Tax Numeric Not Taxable Numeric Invoice Net Alpha Wire Transfer Alpha Contract Numeric Work Order Numeric Check No Date Check Date Alpha Include Documentation Alpha Row Type Alpha Invoice Numeric Vendor Numeric Sequence Numeric Amount Alpha Org Alpha Object Alpha Project Alpha Description Alpha Asset Alpha 1099 Code Numeric Taxable Amount Numeric Use Tax Alpha Account Type Alpha Long Account Alpha Cross Reference Alpha Project Type Alpha Project Account Alpha Row Type Alpha Invoice Numeric Vendor Alpha Name Alpha Address Alpha Address

9 01/22/ :35 KISD TESTING DATABASE Dec PG 6 kiparmeterv Form Definitions spformdf Process: apinvimp Description: AP INVOICE IMPORT FORM Master form process: apinvimp Name: INVIMPRT Number of lines: 1 Master form name: BASEFORM Type: User Modified Test program ID: apinvimp FLD TYPE FIELD NAME / TEXT SZ LN COL LN COL LN COL LN COL 52 Alpha City Alpha State Alpha Zip Numeric Remit No Alpha Alpha Sort Alpha DBA Alpha Remit SW Alpha Entity Alpha Status Code Alpha Class Alpha 1099 Default Alpha SSN Alpha FID Date Enter Date Alpha W9 Sent Alpha W9 Received Alpha Remit Name Alpha Remit Address Alpha Remit Address Alpha Remit City Alpha Remit State Alpha Remit Zip ** END OF REPORT - Generated by VIOLET PARMETER **

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