Payables Imports

Settings > Accounts Payable > Payables Imports

Invoices and Payments can be imported from outside systems into an SGA batch. The import format must be in place before you can import data into SGA. These are maintained under menu Settings > Accounts Payable > Payables Imports. The following are the settings for various types of import formats.

Name: The name that will be displayed as the name of the import.

Attachment: Can add the attachments of templates or Schema needed to import.

General

Connector type: See import connections for help with setting up a connection to a file to import.

Connection string: See import connections for help with setting up a connection to a file to import.

Connection String Builder: Select the source and format your data import (e.g. Excel, Text).

Has Header: Check this box if the first row contains column headers.

Start Row: Defines the row number where actual data starts, usually to skip over headers or titles.

Reference columns by: This determines how columns are mapped or identified when importing (Name, Number).

PO Full Close Import Mode: If selected, the purchase order number must be included in the information to be imported. The import will also require that the purchase order being imported be posted. Upon creating the payables batch, the purchase order will be fully closed for each line item.

Partially Close Purchase Orders: (These are Visible only when the import is being run and are not available on the import setup.) The import will try to match and partially close specific PO line items if selected.

Use schema: In certain situations, the import setup may require a way to identify the individual items being imported and/or the type of 

Setup

Payment Card/Vendor: All invoices will be related to the specified payment card and/or vendor.

Create payment: Check this box to generate a payment automatically - either EFT or check - during the import process. Select the checkbook and cash account process. 

Relative Account: Defines what account number to relate to from the system being imported from. If the account number structure being imported from doesn’t relate to the SGA structure, then you must use an Alias or a cross-reference. When importing or validating, if any account is not found or is inactive, a log will be displayed with the accounts.

Create new invoice for every line: If checked, this will force a new invoice number. If this is not checked, all rows for the same vendor and date can be grouped into one invoice with multiple distribution lines.

Create new deposit reference for every line: If checked, this will assign a unique number to each transaction amount for cash accounts associated with a checkbook. If this is not checked, the amounts for the same account and date will be totaled together. This setting will control how the amounts are reflected in the Month End > Bank Reconciliation.

Default Approval Group: When the system's approval feature is used, you can specify a group to use as the default.

Columns

From Column: Add lines for each spreadsheet column you wish to import. From Column is the column name or number on the external file; see Reference columns by above. 

To Column: Click on the drop-down arrow to select the SGA item that matches what is listed in the From Column. Accounting Period is not a column definition but will be designated at the time of importing the invoices (on the actual import screen). The available columns are:

New Vendor

Map to and create vendors that do not exist: If this is checked, additional vendor-related definitions can be specified to create new vendors when processing a batch of invoices. The system will try to identify if the external vendor is already set up in SGA by looking for a match on the Vendor Account. It will check for a match based on the Federal ID if no match is found. If again, no match found, then the name and address information from the invoice will be used to create a new vendor ID. If a vendor match is found on the criteria listed above, the SGA information will be updated with any address parts on the import file. 

Primary Address ID: Select the address type for the newly created vendor.

Vendor Type: Select the vendor type for the newly created vendor. 

From Column: Add lines for each external column you wish to import. From Column is the column name or number on the external file; see Reference columns by above. 

To Column: Click on the drop-down arrow to select the SGA item that matches what is listed in the From Column. 

Primary Address ID: Select the address type to be used for the newly created vendor.

Vendor Type: Select the vendor type to be used for the newly created vendor.