The Accounts Payable Transaction Import reads an Excel file you specify and imports each row as an unposted transaction.
Note: This option can also be accessed from Manage > Unposted Transactions.
Import transactions
- Select Import Transactions.
- File Name: Click Choose File, browse to the folder where the file is located, and select the file to import.
- Click Import to continue, or Cancel to return to the Transactions page.
File layout
The order of the columns does not matter, but the first field in each column must contain the descriptions listed below. Required columns are marked with an asterisk (*).
Only the account structure levels that you use need to be specified. For example, if your chart of accounts uses only funds and departments, you only need to include FundNumber and DepartmentNumber columns in your Excel file. The AccountSub field is only required if you are using sub-accounts.
Note: Header names are case-sensitive. For example, date or DATE will not work; the header must be Date.
Column headers
- CompanyNumber*
- Vendor*: a duplicate Vendor and Invoice# creates one invoice with multiple detail lines
- InvoiceDate*
- RegionNumber*
- SuperFundNumber*
- FundNumber*
- LocationNumber*
- CostCenterNumber*
- DepartmentNumber*
- AccountNumber*: expense account
- AccountSub*
- Description*
- Amount*
- Type (see values below)
- Invoice#
- DueDate
- Project: project number
- Campaign
- BoxOn1099: use the short name from the table below
- Note
Type values
- I or blank: Invoice
- Q: Quick Check
- M: Manual Check, which requires two additional columns, PaymentDate and CheckNumber
- A: Adjustment
- E: Electronic Funds Transfer, which requires two additional columns, PaymentDate and ConfirmationNumber
- S: Send EFT to Manage Payments
1099 short names
| Short Name | Description |
|---|---|
| Int | Interest |
| Box 1 | Misc. Box 1: Rents |
| Box 2 | Misc. Box 2: Royalties |
| Box 3 | Misc. Box 3: Other Income |
| Box 4 | Misc. Box 4: Federal Income Tax Withheld |
| Box 5 | Misc. Box 5: Fishing boat proceeds |
| Box 6 | Misc. Box 6: Medical and health care payments |
| Box 8 | Misc. Box 8: Substitute payments in lieu of dividends or interest |
| Box 10 | Misc. Box 10: Gross proceeds paid to an attorney |
| Box 13 | Misc. Box 13: Excess golden parachute payments |
| Box 14 | Misc. Box 14: Nonqualified deferred compensation |
| Box 15 | Misc. Box 15: State Tax withheld |
| NEC 1 | NEC Box 1: Nonemployee compensation |
| NEC 4 | NEC Box 4: Federal Income Tax withheld |
| NEC 5 | NEC Box 5: State Tax withheld |
| R | Retirement R: Used for non-taxable retirement |
| R2 | Retirement R2: Used for taxable retirement |
| R3 | Retirement R3: Used for capital gains |
| R4 | Retirement R4: Used for Federal tax withheld from retirement |
| R5 | Retirement R5 |
| R9 | Retirement R9 |
Updated