VARIABLE FORMAT The import format you need is based on options selected in the AP Settings. Your current configuration controls whether or not options below get enabled. The below is general information only. Use the import format specific to your settings as found in AP Tools, Import Invoices, Import Format.  CAUTION: Activating or deactivating interfaces and changing other AP Settings can change the composition of fields and whether or not it requires the fields.
Invoice Record (API) | Import Order | Field Description | Field Type | Field Length | Field required in format? | Field requires a value? | Format Notes | | 1 | Record ID | Alpha | 3 | Yes | Yes | The value is always API | | 2 | Vendor | Alpha | Based on the field length defined in Custom Descriptions. Max is 10. | Yes | Yes | | | 3 | Invoice | Alpha | 15 | Yes | Yes | | | 4 | Description | Alpha | 30 | Yes | No | | | 5 | Amount | Numeric | -9.2 | Yes | Yes, if the sum of all distribution amounts isn't zero. | | | 6 | Tax | Numeric | -7.2 | Yes, if tracking taxes in AP Settings, Invoice Settings. | No. If you leave the value blank, the tax calculates from the sum of the taxes on the distributions. | | | 7 | Discount Offered | Numeric | -7.2 | Yes, if you set Discount usage to Invoice level in AP Settings, Invoice Settings. | No. If you leave the value blank, the discount calculates from the Discount settings on the vendor (Setup, Vendors, Terms and Defaults tab). | | | 8 | Misc Deduction | Numeric | -7.2 | Yes, if you set Misc Deduction usage to Invoice level in AP Settings, Invoice Settings. Note: The description of this field, AP Misc Deduction, can be different if you changed it in Custom Descriptions, for example Worker's Comp. | No. If you leave the value blank, the misc deduction amount calculates from the Misc dedctn prcnt on the vendor (Setup, Vendors, Terms and Defaults tab). | | | 9 | Invoice Date | Date | | Yes | Yes | Format depends on the selection in Tools, Options, Date Format. | | 10 | Date Received | Date | | Yes, if you set Date received usage to Not Required or Required in AP Settings, Invoice Settings. | Yes, if you set the Date received usage to Required. | Format depends on the selection in Tools, Options, Date Format. | | 11 | Discount Date | Date | | Yes, if you set Discount usage to Invoice level or Distribution level in AP Settings, Invoice Settings. | No. If you leave the value blank, the discount date calculates based on the Discount settings on the vendor and the date settings for invoices. See the Setup, Vendors, Terms and Defaults tab and the Calculate discount and payment dates based on setting in AP Settings, Invoice Settings. | Format depends on the selection in Tools, Options, Date Format. | | 12 | Payment Date | Date | | Yes, if you set Payment date usage to Not Required or Required in AP Settings, Invoice Settings. | Yes, if you set the Payment date usage to Required. | Format depends on the selection in Tools, Options, Date Format. | | 13 | Accounting Date | Date | | Yes, if you set Accounting date usage to Entered in AP Settings, Invoice Settings. | Yes, if you set Accounting date usage to Entered in AP Settings, Invoice Settings. | Format depends on the selection in Tools, Options, Date Format. | | 14 | Invoice Code 1 | Alpha | 10 | Yes, if you select Use invoice code 1 in AP Settings, Invoice Settings, Additional Settings. Note: The description of this field, AP Invoice Code 1, can be different if you changed it in Custom Descriptions. | No | | | 15 | Invoice Code 2 | Alpha | 10 | Yes, if you select Use invoice code 2 in AP Settings, Invoice Settings, Additional Settings. Note: The description of this field, AP Invoice Code 2, can be different if you changed it in Custom Descriptions. | No | | | 16 | Smry Payee Name | Alpha | 30 | Yes | Yes, if the Vendor type of the vendor is Summary. Leave blank if the Vendor type isn't Summary. | | | 17 | Smry Payee Address 1 | Alpha | 33 | Yes | No | | | 18 | Smry Payee Address 2 | Alpha | 33 | Yes | No | | | 19 | Smry Payee City | Alpha | 15 | Yes | No | | | 20 | Smry Payee State | Alpha | 4 | Yes | No | | | 21 | Smry Payee Zip | Alpha | 10 | Yes | No | | Distribution Record (APD) | Import Order | Field Description | Field Type | Field Length | Field required in format? | Field requires a value? | Format notes | | 1 | Record ID | Alpha | 3 | Yes | Yes | The value is always APD. Add an APD record for each distribution needed on the invoice. | | 2 | Commitment | Alpha | Based on the field length defined in Custom Descriptions. Max is 12. Note: The description of this field, JC Commitment, can be different if you changed it in Custom Descriptions. | Yes, if interfacing with Job Cost. | No | | | 3 | Commitment Line Item | Numeric | 5 | Yes, if interfacing with Job Cost. Note: The description of this field, JC Commitment, can be different if you changed it in Custom Descriptions. | Yes, if there's a Commitment entered for this distribution | | | 4 | Equipment | Alpha-numeric | Based on the section format defined in Custom Descriptions. Note: The description of this field, EQ Equipment, can be different if you changed it in Custom Descriptions. | Yes, if interfaced with Equipment. | No | The format of the equipment ID is based on the section format defined in Custom Descriptions. As an example, in the Construction Sample Data, the format is xx-xxxx. | | 5 | EQ Cost Code | Alpha-numeric | Based on the section format defined in Custom Descriptions. Note: The description of this field, EQ Cost Code, can be different if you changed it in Custom Descriptions. | Yes, if interfaced with Equipment. | Yes, if there's Equipment entered for this distribution | The format of the equipment cost code is based on the section format defined in Custom Descriptions. As an example, in the Construction Sample Data, the format is xx-xxx. | | 6 | Job | Alpha-numeric | Based on the section format defined in Custom Descriptions. Note: The description of this field, JC Job, can be different if you changed it in Custom Descriptions. | Yes, if interfacing with Job Cost. | Yes, if there's a Commitment entered for this distribution. | The format of the job ID is based on the section format defined in Custom Descriptions. As an example, in the Construction Sample Data, the format is xx-xxx. | | 7 | Extra | Alpha | Based on the field length defined in Custom Descriptions. Max is 10. Note: The description of this field, JC Extra, can be different if you changed it in Custom Descriptions. | Yes, if interfacing with Job Cost and tracking Extras. | No | | | 8 | Cost Code | Alpha-numeric | Based on the section format defined in Custom Descriptions. Note: The description of this field, JC Cost Code, can be different if you changed it in Custom Descriptions. | Yes, if interfacing with Job Cost. | Yes, if there's a Job entered for this distribution. | The format of the cost code is based on the section format defined in Custom Descriptions. As an example, in the Construction Sample Data, the format is xx-xxx. | | 9 | Category | Alpha | 3 | Yes, if interfacing with Job Cost and you're using Categories. | Yes, if using Categories and you entered a Job and Cost Code for this distribution. | | | 10 | BL Std Item | Alpha | 10 | Yes, if interfacing with Billing. Note: The description of this field, BL Standard Item, can be different if you changed it in Custom Descriptions. | No | | | 11 | Expense account | Alpha | Based on the GL Account section format defined in Custom Descriptions. | Yes | Yes, if the expense account retrieval returns a blank value. | The format of the account is based on the section format defined in Custom Descriptions. As an example, in the Construction Sample Data, the format is xx-xxxx. | | 12 | AP Account | Alpha | Based on the GL Account section format defined in Custom Descriptions. | Yes | Yes, if the accounts payable account retrieval returns a blank value. | The format of the account is based on the section format defined in Custom Descriptions. As an example, in the Construction Sample Data, the format is xx-xxxx. | | 13 | Misc Deduction2 | Numeric | 2.3 | Yes, if you select Use misc deduction2 in AP Settings, Invoice Settings, Additional Settings. | No. If you leave the value blank, it retrieves the misc deduction2 percent from the Misc dedctn2 prcnt on the Setup, Vendors, Terms and Defaults tab. | This value represents a percent, not a dollar amount. | | 14 | Tax Group | Alpha | 6 | Yes, if tracking Taxes in AP Settings, Invoice Settings. | Yes, if taxes are applicable to this distribution. | | | 15 | Units | Numeric | -8.4 | Yes | No | | | 16 | Unit Cost | Numeric | -6.4 | Yes | No | | | 17 | Amount | Numeric | -9.2 | Yes | No | | | 18 | Tax | Numeric | -7.2 | Yes, if tracking Taxes in AP Settings, Invoice Settings. | No | | | 19 | Tax Liability | Numeric | -7.2 | Yes, if you select tracking Actual tax and liability in AP Settings, Invoice Settings. | No | | | 20 | Discount Offered | Numeric | -7.2 | Yes, if you set Discount usage to Distribution level in AP Settings, Invoice Settings. | No. If you leave the value blank, the discount calculates from the Discount settings on the vendor (Setup, Vendors, Terms and Defaults tab). | | | 21 | Retainage | Numeric | -7.2 | Yes, if interfacing with Job Cost and at least one Vendor type has Retainage selected in AP Settings, Invoice Settings, Distribution Settings. | No | | | 22 | Misc Deduction | Numeric | -7.2 | Yes, if you set Misc Deduction usage to Distribution level in AP Settings, Invoice Settings. Note: The description of this field, AP Misc Deduction, can be different if you changed it in Custom Descriptions. For example, Worker's Comp. | No. If you leave the value blank, the misc deduction amount calculates from the Misc dedctn prcnt on the vendor (Setup, Vendors, Terms and Defaults tab). | | | 23 | 1099 Exempt | Check box | 1 | Yes | No | For "True", the value can be one of the following: t, T, 1, Y, y For "False", the value can be one of the following: f, F, 0, N, n | | 24 | Dist Code | Alpha | Based on the field length defined in Custom Descriptions. Max is 10. Note: The description of this field, AP Dist Code, can be different if you changed it in Custom Descriptions. | Yes, if at least one Vendor type has Dist Code selected in AP Settings, Invoice Settings, Distribution Settings. | No | | | 25 | Draw | Alpha | Based on the field length defined in Custom Descriptions. Max is 15. Note: The description of this field, JC Draw, can be different if you changed it in Custom Descriptions. | Yes, if interfacing with Job Cost. | No | | | 26 | Misc Entry #1 | Alpha | 10 | Yes, if interfaced with Equipment | No | | | 27 | Misc Entry Units #1 | Numeric | -8.4 | Yes, if interfaced with Equipment | No | | | 28 | Misc Entry #2 | Alpha | 10 | Yes, if interfaced with Equipment | No | | | 29 | Misc Entry Units #2 | Numeric | -8.4 | Yes, if interfaced with Equipment | No | | | 30 | Meter/Odometer | Numeric | 7.2 | Yes, if interfaced with Equipment | No | | | 31 | Description | Alpha | 30 | Yes | No | | | 32 | Authorization | Alpha | Based on the field length defined in Custom Descriptions. Max is 10. Note: The description of this field, AP Authorization, can be different if you changed it in Custom Descriptions. For example, Approval ID. | Yes, if at least one Vendor type has Authorization selected in AP Settings, Invoice Settings, Distribution Settings. | No | | | 33 | Joint Payee | Alpha | 30 | Yes | No | | | 34 | PM Property | Alpha | 10 | Yes, if interfacing with Property Management | No | | | 35 | PM Unit | Alpha | 10 | Yes, if interfacing with Property Management | No | | | 36 | PM Lease | Alpha | 10 | Yes, if interfacing with Property Management | No | | | 37 | PM Lease Revision Num | Numeric | 3 | Yes, if interfacing with Property Management | No | | | 38 | PM Tenant | Alpha | 10 | Yes, if interfacing with Property Management | No | | | 39 | PM Charge Type | Alpha | 10 | Yes, if interfacing with Property Management | No | | | 40 | PM Charge Date | Date | | Yes, if interfacing with Property Management | No | | | 41 | PM Item ID | Alpha | 10 | Yes, if interfacing with Property Management | No | | | 42 | PM Chargeback Description | Alpha | 30 | Yes, if interfacing with Property Management | No | | | 43 | PM Markup Percent | Numeric | -7.3 | Yes, if interfacing with Property Management | No | | | 44 | PM Markup Amount | Numeric | -9.2 | Yes, if interfacing with Property Management | No | | | 45 | PM Markup Charge Type | Alpha | 10 | Yes, if interfacing with Property Management | No | | | 46 | Default Payment Type Note: This field was added to the import format in version 25.2 | List | 20 | No | If left blank, the Default Payment Type selected on the Vendor setup will be used. For “Check”, the value can be one of the following: 1, Check For “Electronic”, the value can be one of the following: 2, Electronic | | Tax Distribution Record (APTX) Note: You only need this record after the APD (distribution) record if Tax applies to that distribution. | Import Order | Field Description | Field Type | Field Length | Field required in format? | Field requires a value? | Format notes | | 1 | Record ID | Alpha | 4 | Yes, if tracking Taxes in AP Settings, Invoice Settings and tax applies to the APD record it follows. | Yes | The value is always APTX. Add an APTX record for each tax needed on the distribution. | | 2 | Tax Item | Alpha | 6 | Yes | Yes | The value is the Tax Rate ID that applies. | | 3 | Tax Amount | Numeric | -7.2 | Yes | Yes, if there's a Tax Amount on the distribution. | | | 4 | Tax Liability | Numeric | -7.2 | Yes, if you select tracking Actual tax and liability in AP Settings, Invoice Settings. | Yes, if there's a Tax Liability amount on the distribution. | | FILE EXAMPLES: Example 1 - Not using Misc Deductions, Taxes, Dist Code, or Default Payment Type and not interfacing with JC, EQ, or BL
- Using Date Received, Discounts, Payment Date, Invoice codes, Units/Unit Cost, Authorization and interfacing with PM with Chargebacks
- First invoice has two distributions and the second invoice has one distribution
Format based on settings: API, Vendor, Invoice, Description, Amount, Discount Offered, Invoice Date, Date Received, Discount Date, Payment Date,+ Accounting Date, Invoice Code 1, Invoice Code 2, Smry Payee Name, Smry Payee Address 1, Smry Payee Address 2, Smry Payee City,+ Smry Payee State, Smry Payee ZIP APD, Expense Account, Accounts Payable Account, Units, Unit Cost, Amount, 1099 Exempt, Description, Authorization, Joint Payee,+ PM Property, PM Unit, PM Lease, PM Lease Revision Num, PM Tenant, PM Charge Type, PM Charge Date, PM Item ID,+ PM Chargeback Description, PM Markup Percent, PM Markup Amount, PM Markup Charge Type Note: Use the plus (+) sign when the same record continues on the next line. API,PA 001,20190806-1,Replace light fixtures,75.00,,8/6/2019,8/16/2019,,8/26/2019,8/6/2019,,,,,,,,, APD,400-1000-61170,,,,50.00,1,replace light fixture,AD,,PAC-1000,1000,PAC-BAN002,0,BAN002,DAMAGES,08/1/2019,,damages,,,, APD,400-1000-61170,,,,25.00,1,light fixture upgrade,AD,,,,,,,,,,,,,, API,BA 001,INV300856,paint office,850.00,,8/1/2019,8/15/2019,,8/30/2019,8/1/2019,,,,,,,,, APD,400-1000-61510,,,,850.00,0,paint office,AD,,,,,,,,,,,,,, Example 2 - Not using Misc Deduction2, Date Received, Invoice code 2, or Authorization and not interfacing with PM
- Using Discounts, Misc Deduction, Tax & Tax Liability, Payment Date, Invoice code 1, Commitment, Job Cost info, Units, Retainage, Dist Code, Draw, Default Payment Type and interfacing with JC, EQ, and BL
- First invoice has one distribution with tax and the second invoice has two distributions each with tax
- First invoice has the Default Payment Type as Check. The second invoice has the first distribution with a Default Payment Type as Electronic and the second distribution as blank
Format based on settings: API, Vendor, Invoice, Description, Amount, Tax, Discount Offered, Invoice Date, Discount Date, Payment Date, Accounting Date,+ Invoice Code 1, Smry Payee Name, Smry Payee Address 1, Smry Payee Address 2, Smry Payee City, Smry Payee State, Smry Payee ZIP APD, Commitment, Commitment Line Item, Equipment, EQ Cost Code, Job, Extra, Cost Code, Category, Standard Item, Expense Account,+ Accounts Payable Account, Tax Group, Units, Unit Cost, Amount, Tax, Tax Liability, Retainage, Misc Deductgion, 1099 Exempt,+ Dist Code, Draw, Misc Entry #1, Misc Entry Units #1, Misc Entry #2, Misc Entry Units #2, Meter/Odometer, Description,+ Joint Payee, Default Payment Type APTX, Tax Item, Tax Amount, Tax Liability Note: Use the plus (+) sign when the same record continues on the next line. API,204,A12,signage,95.40,5.40,0.00,8/1/2019,,8/31/2019,8/1/2019,,,,,,,, APD,,,,,,,,,,10-6101,,MET,,,95.40,5.40,,,,1,,,,,,,,signage,,Check APTX,AZMET,5.40,, API,301,34611,lumber,1272.00,72.00,60.00,8/1/2019,8/11/2019,8/21/2019,8/1/2019,,,,,,,, APD,2320,2,,,03-002,,3-110,M,,21-5005,,MET,,,742.00,42.00,,70.00,,0,,,,,,,,lumber,,Electronic APTX,AZMET,42.00,, APD,2317,5,,,03-001,,7-210,M,,21-5005,,MET,,,530.00,30.00,,50.00,,0,,,,,,,,lumber,,, APTX,AZMET,30.00,, [BCB:156:Chat 300 CRE US:ECB]
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