How do I import invoices?

Invoices

Import invoices that were created by a third-party application into the Accounts Payable application for processing. You can use the following file formats: Caselle Delimited, Caselle Fixed Length, User-defined Delimited, and User-defined Fixed Length.

Webinar: Importing invoices

Before you get started

Back up the Accounts Payable database. (Send Databases)

Choosing an option

How do I import invoices from a Caselle Delimited file?

How do I import invoices from a Caselle Fixed-length file?

How do I import invoices from a user-defined delimited file?

How do I import invoices from a user-defined fixed-length file?

When you create invoices...

Connect will validate the following fields for each invoice:

Created By
Created Date
Last Modified By
Last Modified Date

Connect will store the following fields for each invoice detail:

Created By
Created Date
Last Modified By
Last Modified Date
Input Date
Control Number

Connect will check if the invoice detail is assigned to an approval process. If the invoice detail is assigned to an approval process, Connect will create the approval activity for the invoice detail.

Troubleshooting the Error Report

An error report prints when there's an issue with importing an invoice from the import file. The error report will print when the print output option is set to Report or No Report. You can find the error report in the same directory as the import file and you can recognize it by the error report file name: [import file name] Errors [timestamp]. The error report will only include rows with error and it won't be created if there are no errors to report.

Processing errors

Error message	Description
The invoice number cannot exceed 30 characters.	The invoice number is longer than 30 characters. Shorten the invoice number.
Terms not specified in the file and Open Terms not found in database.	If the terms are not specified in the import file, Connect will use the default terms that are assigned to the vendor. If a vendor does not exist, Connect will use Open Terms.
Vendor not found.	The vendor in the import file cannot be found in the Connect Vendor table. Use Setup New Vendor to add the vendor.
Invoice number not found.	The invoice does not have an invoice number. Add an invoice number to import file or use the Enter Invoice view to enter a invoice number that Connect will use when an invoice is missing an invoice number. If you're using a default invoice number, you can use Modify Existing Invoices to replace the default invoice number with a different invoice number.
Remittance not found for vendor.	The remittance found in the file does not match the remittance assigned to the associated vendor.
Bank not found.	The bank in the import file cannot be found in the Connect Bank table. Make sure the bank name is spelled correctly. If the bank name is spelled correctly, use Setup/Modify Banks in System Management to add the bank to the Bank table.
Sales tax rate not found.	The sales tax rate that is specified in the import file cannot be found in the Rate table. Verify the sales tax rate is correct. If it's a new sales tax rate, add the sales tax rate to the Rate table.
Job number is not valid.	The job number that is specified in the import file cannot be found in the invoice detail.
The GL account number and invoice detail to add to GL account is invalid.	The GL account is invalid in the import file cannot be found in the Connect GL Accounts table.
GL activity is not valid	The GL activity that is specified in the import file cannot be found in the invoice detail.
Inventory number is not valid.	The inventory number that is specified in the import file cannot be found in the invoice detail.
Department is invalid.	The department that is specified in the import file cannot be found in the Connect Departments table.
1099 type is invalid.	The 1099 type that is specified in the import file cannot be found in the IRS 1099 Type list.