DTN AP Invoice Transaction Import

Transcription

1 DTN AP Invoice Transaction Import Enhanced and updated for /27/08 Overview: This feature imports supplier invoices from a file created by downloading the invoice information from DTN s website. The import process uses the same interface as the other DTN interface products and creates a batch of accounts payable invoices already matched to the proper bill of lading. Taxes are also calculated during the process such that the invoice record imported should match the vendor s invoice exactly. The AP data entry batch can be edited an updated like a normal AP data entry batch. Installation: Included with Release Setup: Do not use leading zeros on Bill of lading or AP invoice numbers. The program will strip any leading zeros in the import file. Invoice text file downloaded from DTN must be copied to the folder in the Path setup button on the DTN interface screen (see below). Taxes collected at the supplier level must be setup in Bill of Lading: Vendor fuel tax setup in the Bill of Lading setup menu. The client must be set up to receive these files from DTN and trained on how to download them. Beginning with version an additional setup is required in the Petrolink Setup - DTN Supplier Cross Reference Maintenance for the supplier code. In this field, you need to link the DTN Supplier Code with the AP Maintenance Vendor number (see screen shot below). DM2 Professional Services Page 1 of 7

2 The DTN Supplier Code can be found in the AP Invoice File as shown highlighted below: How to Use: Go to Fuel Tax/Interfaces/DTN interfaces. You will see the window shown below. DM2 Professional Services Page 2 of 7

3 Click on the path button. The path should be set to the folder where the file from DTN is located. Click on accept to go back to the main window. Select the A/P invoice transaction import and click proceed. You will see the following screen: (Note.txt file type) DM2 Professional Services Page 3 of 7

4 Use the dropdown arrow to select the file to be converted. The file must have a.txt extension and be in the folder specified in the path window to show up in the drop down. The lower and upper limit is the tolerance for any difference between the total of the invoice from the DTN file and the total of the calculated invoice amount on file from the entry of the bill of lading. (The bill of lading record includes the taxes and priced out product amount based on the setups in the bill of lading module). The Balancing Entry to GL lets you pick the account you where you want the any difference between the imported invoice amount and the bill of lading invoice amount to be posted. The invoice will import into Accounts Payable Data entry unless there is no matching bill of lading found. The invoice will import even if the total is not within the tolerances of the upper and lower limit. However, an error message will print on the import log stating that the invoice amount is out of tolerance. DM2 Professional Services Page 4 of 7

5 Click on Begin Process to process the file. You will be prompted to enter a batch number for the AP invoice data entry batch you are creating After the file is processed a window like the one below appears. Accepted transactions are the ones where the bill of lading and amount of the invoice match. Problems are either outside the tolerance, already processed, or no bill of lading found. The program will not let you process an invoice twice. DM2 Professional Services Page 5 of 7

6 Sample import log with accepted transactions: Sample with problem transactions: DM2 Professional Services Page 6 of 7

7 Once you have imported the file, you have created an Accounts Payable Invoice Data Entry Batch. If any of the invoices in the batch were out of tolerance they should be carefully reviewed to correct the amounts. The correction is handled be editing the invoice in AP invoice data entry. The AP invoice batch can then be updated as with any AP data entry batch. Deferred Taxes If the client has deferred taxes due to the supplier at a later date (setup in a check box in the Bill of lading Vendor fuel tax setup on the Bill of lading setup menu) the program will create 2 invoice records in the data entry batch: one for the product and one for the amount of the deferred tax. The deferred tax invoices can be matched to the invoice received for the deferred tax later in the following month. Data Structure/Data Dictionary Modifications The software creates an Archive folder in the folder specified in the path window. Once a file is processed it is moved into this folder. It can be reprocessed be copying back to the original folder. Field Experience Feedback (Tips, Tricks, Gotcha s) The challenge with this software is in the reconciliation process. If the imported invoices do not match the calculated amounts from bill of lading, the client may have to manually edit the distribution in AP invoice data entry. Do not enter leading zeros on BOLs and the import will work correctly. Do not try to use a file downloaded from the DTN ftp site the format is slightly different and will not work. EOM Files: When importing the Supplier Invoices we generally recommend importing today those transactions that have been uploaded to DTN that day from the Suppliers. They should all be dated today so AP can control what date they are using when updating to GL. However, if an invoice with next month s date does make it into the wrong batch you can delete that entry in AP Invoice Data Entry. You can then go out to DTN and download that specific invoice again but this time into a batch using a date of next month. Remember, in DTN you can review the invoices and select which ones you want to download. At month end you may find it necessary to download two files. DM2 Professional Services Page 7 of 7