AP Invoice Dimension Data Import

Open this form under the Process > Accounts Payable menu. Use it to import data files from suppliers who supply items that are both lot and dimension controlled. The process generates AP invoices and inventory receipt transactions.

The supplier must provide the data file containing AP invoice information about dimension controlled items, in a pre-defined format.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Reference

Enter a unique alphanumeric reference for the process, up to 20 characters. You can use this reference to recall previously-run processes.

Branch

This is taken from the Accounts Payable Module Control form, but you can change it. The AP invoices generate in this branch.

GL account

Where an adjustment is required to ensure the sum of invoice line costs is equal to the total invoice cost, the import process generates a general ledger invoice line. This is the general ledger account for that line. It defaults to the account that was entered the last time the process was run, but you can change it before processing the file.

Input file

This is the directory path and filename of the supplier data file you want to import. When the form is loaded, it defaults to the path that was entered the last time the process was run. Click the Browse button to find the file.

Pre-Process

Before you can generate invoices, you must run a Pre-Process to checks the validity of the file and report on any errors that you must correct before processing. The pre-process ensures that the input file conforms to the pre-defined file format, and that all information in the file can be validated against data that is already in Greentree.

If the pre-process encounters errors, the errors display in a Pre-Process Comments form. The line number of the input file is referenced. One line displays for each error that is encountered in the input file. You can copy the contents of the file to the clipboard by selecting the Output option.

Click OK to close the form. Click the Display errors button to view pre-process errors for a selected reference.

You can't proceed with the file import until you correct all errors, and the pre-process returns no comments or errors.

Process

If no errors are encountered during the pre-process, the Process button is enabled when the pre-process is complete. Click this button to run the process and generate the AP invoices and receipt transactions.

Process Results

When the process is complete, the Process Results section on the form updates with the batch number generated for the AP invoice(s), and the total number of lines that were processed in the file.

You can view or edit the invoices that were generated by this process using the AP Invoice Entry form. You can recall details for the process using this form by selecting the Reference.