Starting with the AP_Import_Vitus.xls Import File Template, fill out the Excel Spreadsheet as follows:
Voucher # - Voucher Number of the AP Invoice (generally same as the Invoice #)
Line # - The Line Number of each AP Invoice Line Item. Always start at 1, and if the AP Invoice only has one line item, it's Line Number should be set at 1.
When an AP Invoice has more than one Line Item, the Voucher #, Vendor #, Transaction Date, Period, Invoice Date, Invoice #, Type, Due Date, Status and Enclosure must be included in the row for each Line Item.
Vendor # - The Vendor # must be defined in Property Manager as the AP Vendor ID for the AP Vendor the invoice is being loaded for.
AP Vendor IDs are added/maintained at the Vendor Detail > AP Vendors tab.
Transaction Date - The posting date of the AP Invoice. The date columns must be properly formatted as dates for the import process to be able to read them.
Period - the posting period of the AP Invoice. The period needs to be formatted as YYYYMM.
Invoice Date - The date of the AP Invoice. The date columns must be properly formatted as dates for the import process to be able to read them.
Invoice # - The Invoice Number must be unique for the Vendor it is being loaded for.
Source - source of the AP Invoice. This column can be left blank.
PO # - Work Order Number (external to Property Manager) of the AP Invoice. This column can be left blank.
Amount - The Amount of the AP Invoice Line Item.
Community - The Account Number for Vendor Account Holder the AP Invoice Line Item is for.
Vendor Account Holders are added/maintained at the Vendor Detail > AP Vendors tab.
When importing AP Invoices with this process, the Vendor Account Holder must have an Account Number.
GL Account - The GL Account Number where the AP Invoice Line Item is expensed/distributed to.
GL Accounts are added/maintained at System Administration > Accounting Setup - GL Account Setup.
Description - The Description of the AP Invoice Line Item.
Due Date - The due date of the AP Invoice. The date columns must be properly formatted as dates for the import process to be able to read them.
Status - Always set to N.
Enclosure - Always set to N.
