About A/P Uploads
You can upload voucher information to IntelliDealer using a specially formatted .CSV file.
A/P uploads follow a setting found on Configuration > Miscellaneous > Other > System Settings > Company tab > A/P Duplicate Invoice Number.
Note: This setting controls the behavior for ALL vouchers in the system and not just A/P uploads.
The dropdown lists two options for an A/P upload to follow in the event of a duplicate invoice number:
| Option | Behavior |
|---|---|
| Warning | In the event of a duplicate invoice number, the A/P upload shows a warning about the duplicate invoice number. |
| Error | In the event of a duplicate invoice number, the A/P upload produces an error and the upload is not completed. |
Formatting the CSV File
You must format the .CSV file as text using the following steps as a guide. The process may vary slightly, depending on your version of Microsoft Excel.
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Open the Excel spreadsheet containing the voucher information you want to upload and click File > Save As, then select CSV in the Save as field and click Save.
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Open a blank workbook in Excel.
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In the blank workbook, click Data and select Import External Data > Import Data and open the .CSV file you created in step 1.
The Text Import Wizard appears. -
In the Text Import Wizard ensure that the original data type is set to Delimited and click Next.
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In the Delimiters field, deselect Tab and select Comma, then click Next.
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In the Data Preview area, click on each of the column headings and set the Column data format to Text for each column, then click Finish.
The Import Data window appears.
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In the Import Data window, click OK.
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In the current workbook, click File > Save As, then select CSV in the Save as field and click Save.
Note: It is imperative that the spreadsheet matches the exact layout specified below.
After formatting the CSV file as text, use these guidelines to format the voucher information:
- The ? stock number can only be used if the Allow Stock Number '?' on Accounts Payable box is checked.
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The record ID for each voucher must be unique, so if there are multiple distribution lines for a single voucher these items should be the same for each distribution line:
Item Record ID Company Vendor Division Invoice Total Discount Amount Invoice # Bank Account Payable Account Discount Account PO Number PO Branch Purchase Date Due Date The remaining fields represent the voucher distribution entries.
- There can only be a maximum of 750 distribution lines in the file.
- No single field can contain more than 260 characters.
- There must be a header row in the file. The upload will not work if there is no header row.
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Each field should follow the column width guidelines outlined below:
Field Column Width Record ID 10 Company 2 Vendor# 6 Division 2 Invoice Total 11 Discount Amount 9 Invoice # 15 Bank Cost Center 3 Bank Account # 5 Payable Cost Center 3 Payable Account # 5 Discount Cost Center 3 Discount Account # 5 PO Number 10
Characters past 10 will be truncated.
PO Branch 2 Purchase Date 8
Format= YYYYMMDD
Due Date 8
Format= YYYYMMDD
G/L Amount 11 G/L Cost Center 3 G/L Account # 5 Complete Goods Code 1 Stock # 10 Description 40
Characters past 40 will be truncated.
A/R customer number 10
To view a sample CSV file that has been properly formatted, click here.
Once you have prepared the .CSV file, upload it to IntelliDealer using the Accounts Payable Upload screen.