Accounts Payable Invoice Batch

The Invoice Batch List page includes an Import Purchasing Card button. Users must be authorized to utilize this feature. When the Import Purchasing Card button is selected, it will launch an import wizard to walk the user through the import process. The wizard consists of four pages.

Import Wizard - Page 1

The first page of the wizard defines the batch-level and the purchasing card defaults.

  1. Select the Department that should be used for the import batch. This value is required. The default will be displayed if one has been selected.
  2. Enter the Date that should be used as the date on the batch. This field is required. The current system date is the default value.
  3. The Number field can be used to enter the total count of invoices in the batch. Acceptable values range from 1 through 9,999,999,999,999. Blank is an acceptable value.
  4. The Total field can be used to enter the total value of all the invoices in the batch. Acceptable values are $1.00 through $999,999,999.99. Blank is an acceptable value.
  5. Enter an Import Batch Description. This value is required; it may contain up to 64 characters.
  6. The Item field allows the user to select an invoice item that will be used as the default item for all the transaction invoices in this batch. This field may be left blank.
  7. The Item Description field allows the user to enter a description that will be used as the default description for all the transaction invoice items in this batch. This field may be left blank.
  8. Select the Purchasing Card Provider that should be used for this batch. This control is required. It lists the vendors in the system who are flagged as purchasing card providers.
  9. Select the Remittance Address that should be used for this provider. This control is required. It is disabled until the Purchasing Card Provider field is populated, at which point the Remittance Address field is automatically populated with the primary remittance address for the selected vendor. When the field is enabled, the label is a link; clicking it launches the vendor contacts page.
  10. Select the Item for the purchasing card invoice. This field is required.
  11. Enter the Item Description for the invoice item in the purchasing card invoice. This field is required.
  12. The Invoice Number value is the number assigned to the invoice by the purchasing card provider. It may be left blank.
  13. Select the Paying Bank that will be used to pay the invoice. This field is required.
  14. Enter the Invoice Date that should print on the invoice. This field is required. The current system date is the default value.
  15. Enter the Invoice Due Date that should print on the invoice. This field is required. The current system date is the default value.
  16. Enter the Invoice G/L Date that should print on the invoice. This field is required. The current system date is the default value.
  17. Enter the Invoice Received Date that should print on the invoice. This field is required. The current system date is the default value.
  18. If a manual check is to be issued, select the Manual Check check box. This check box is deselected by default.
  19. If a confirming EFT is to be issued, select the Confirming EFT check box. This check box is deselected by default.
  20. If the Confirming EFT flag is selected, the EFT G/L Date field displays. This field is required. The default value is the G/L date from the invoice batch.
  21. Click Next to continue.

Import Wizard - Page 2

The second page of the import wizard contains the settings that define the import itself:

  1. Select an Import Type value. This field is required. The available values are defined in Maintenance > new world ERP Suite > System > Import/Export > Import Type List.
  2. Enter the Import File Location/Name. The button can be used to return the file path and file name.
  3. If the number that represents a third-party account number that is different than the number used to represent that account in the New World ERP software, select that value in the Translation Account Group control.
  4. Click Next to continue.

Import Wizard - Page 3

The third page allows users to select which processing options they would like to execute with the import, such as Import Invoices, Maintain Invoice, Print Invoice Edit Listing, and/or Print Invoice Audit Listing check boxes.

Selecting the Maintain Invoice check box allows you to edit purchase card batch invoices after they are imported. For step-by-step instructions on editing batch invoices, click here.

This page also shows a summary of the import, as well as any errors and/or warnings that may have occurred in the import process.

If any errors need to be corrected, use the Back button to do so. If the import batch has no errors, click the Finish button to complete the process.

Import Wizard - Page 4

The final screen indicates which processes completed when the Finish button was clicked. The import process is now complete.