What is the AP Import Invoices Fixed Format?

FIXED FORMAT

The Fixed format allows you to import invoices using a single, broad-based format regardless of your AP settings. Use this format ONLY if you are:

Importing to multiple data sets with different AP settings.

Importing from a third-party software that creates the fixed format text file for you automatically.

Making or have made changes to AP settings on a regular basis.

IMPORTANT: See AP Import Invoices Fixed format did not import the values for certain fields for exceptions.

Note: Use the Variable format if you need to import invoices with PM Chargebacks.

Invoice Record (APIF)

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 APIF.
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 is not zero.
6	Tax	Numeric	-7.2	Yes	No. If the value is left blank, the tax will calculate from the sum of the taxes on the distributions.
7	Discount Offered	Numeric	-7.2	Yes	No. If Discount usage is set to Invoice level in AP Settings, Invoice Settings and the value is left blank, the discount will calculate from the Discount settings on the vendor (Setup, Vendors, Terms and Defaults tab).
8	Misc Deduction	Numeric	-7.2	Yes Note: The description of this field, AP Misc Deduction, may be different if it was changed in Custom Descriptions, for example Worker's Comp.	No. If Misc Deduction usage is set to Invoice level in AP Settings, Invoice Settings and the value is left blank, the misc deduction amount will calculation from the Misc dedctn prcnt on the vendor (Setup, Vendors, Terms and Defaults tab).
9	Invoice Date	Date		Yes	Yes	Format depends on the Date Format selected in Tools, Options.
10	Date Received	Date		Yes	Yes, if Date received usage is set to Required.	Format depends on the Date Format selected in Tools, Options.
11	Discount Date	Date		Yes	No. If Discount usage is set to Invoice level or Distribution level in AP Settings, Invoice Settings and the value is left blank, the discount date will calculate based on the Discount settings on the vendor (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 Date Format selected in Tools, Options.
12	Payment Date	Date		Yes	Yes, if Payment date usage is set to Required.	Format depends on the Date Format selected in Tools, Options.
13	Accounting Date	Date		Yes	Yes, if Accounting date usage is set to Entered in AP Settings, Invoice Settings. If it is set to Invoice Date or Date Received, and Accounting Date is left blank, it will use the respective Invoice Date or Date Received.	Format depends on the Date Format selected in Tools, Options.
14	Invoice Code 1	Alpha	10	Yes Note: The description of this field, AP Invoice Code 1, may be different if it was changed in Custom Descriptions.	No
15	Invoice Code 2	Alpha	10	Yes Note: The description of this field, AP Invoice Code 2, may be different if it was changed 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 is not 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 (APDF)

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 APDF. Add an APDF 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, may be different if it was changed in Custom Descriptions.	Yes	No
3	Commitment Line Item	Numeric	5	Yes Note: The description of this field, JC Commitment, may be different if it was changed in Custom Descriptions.	Yes, if there is 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, may be different if it was changed in Custom Descriptions.	Yes	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, may be different if it was changed in Custom Descriptions.	Yes	Yes, if there is 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, may be different if it was changed in Custom Descriptions.	Yes	Yes, if there is 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, may be different if it was changed in Custom Descriptions.	Yes	No
8	Cost Code	Alpha-numeric	Based on the section format defined in Custom Descriptions. Note: The description of this field, JC Cost Code, may be different if it was changed in Custom Descriptions.	Yes	Yes, if there is 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	Yes, if using Categories and a Job and Cost Code are entered for this distribution.
10	BL Std Item	Alpha	10	Yes Note: The description of this field, BL Standard Item, may be different if it was changed in Custom Descriptions.	No
11	Reserved	Alpha-Numeric	8	Yes	No	Not Used but need the “placeholder” field.
12	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 GL 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	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 GL account is based on the section format defined in Custom Descriptions. As an example, in the Construction Sample Data, the format is xx-xxxx.
14	Misc Deduction2	Numeric	2.3	Yes	No. If Use misc deduction2 is selected in AP Settings, Invoice Settings, Additional Settings and the value is left blank, the misc deduction2 percent will be retrieved from the Misc dedctn2 prcnt on the vendor (Setup, Vendors, Terms and Defaults tab).	This value represents a percent, not a dollar amount.
15	Tax Group	Alpha	6	Yes	Yes, if tracking Taxes in AP Settings, Invoice Settings and taxes are applicable to this distribution.
16	Units	Numeric	-8.4	Yes	No
17	Unit Cost	Numeric	-6.4	Yes	No
18	Amount	Numeric	-9.2	Yes	No
19	Tax	Numeric	-7.2	Yes	If a tax applies to this distribution, enter the tax amount. The tax won't calculate automatically.
20	Tax Liability	Numeric	-7.2	Yes	If a tax liability applies to this distribution, enter the tax liability amount. The liability amount won't calculate automatically.
21	Discount Offered	Numeric	-7.2	Yes	No. If Discount usage is set to Distribution level in AP Settings, Invoice Settings and the value is left blank, the discount will calculate from the Discount settings on the vendor (Setup, Vendors, Terms and Defaults tab).
22	Retainage	Numeric	-7.2	Yes	No
23	Misc Deduction	Numeric	-7.2	Yes Note: The description of this field, AP Misc Deduction, may be different if it was changed in Custom Descriptions, for example Worker's Comp.	No. If Misc Deduction usage is set to Distribution level in AP Settings, Invoice Settings and the value is left blank, the misc deduction amount will calculation from the Misc dedctn prcnt on the vendor (Setup, Vendors, Terms and Defaults tab).
24	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
25	Dist Code	Alpha	Based on the field length defined in Custom Descriptions. Max is 10. Note: The description of this field, AP Dist Code, may be different if it was changed in Custom Descriptions.	Yes	No
26	Draw	Alpha	Based on the field length defined in Custom Descriptions. Max is 15. Note: The description of this field, JC Draw, may be different if it was changed in Custom Descriptions.	Yes	No
27	Misc Entry #1	Alpha	10	Yes	No
28	Misc Entry Units #1	Numeric	-8.4	Yes	No
29	Misc Entry #2	Alpha	10	Yes	No
30	Misc Entry Units #2	Numeric	-8.4	Yes	No
31	Meter/Odometer	Numeric	7.2	Yes	No
32	Description	Alpha	30	Yes	No
33	Authorization	Alpha	Based on the field length defined in Custom Descriptions. Max is 10. Note: The description of this field, AP Authorization, may be different if it was changed in Custom Descriptions. For example, Approval ID.	Yes	No
34	Joint Payee	Alpha	30	Yes	No
35	PM Property	Alpha	10	Yes	Enter a value if a tenant chargeback applies to this distribution.
36	PM Unit	Alpha	10	Yes	Enter a value if a tenant chargeback applies to this distribution.
37	PM Lease	Alpha	15	Yes	Enter a value if a tenant chargeback applies to this distribution.
38	PM Lease Revision Num	Numeric	3	Yes	Enter a value if a tenant chargeback applies to this distribution.
39	PM Tenant	Alpha	10	Yes	Enter a value if a tenant chargeback applies to this distribution.
40	PM Charge Type	Alpha	10	Yes	Enter a value if a tenant chargeback applies to this distribution.
41	PM Charge Date	Date	10	Yes	Enter a value if a tenant chargeback applies to this distribution.
42	PM Item ID	Alpha	20	Yes	Enter a value if a tenant chargeback applies to this distribution.
43	PM Chargeback Description	Alpha	30	Yes	Enter a value if a tenant chargeback applies to this distribution.
44	PM Markup Percent	Numeric (%)	10	Yes	Enter a value if a tenant chargeback applies to this distribution.
45	PM Markup Amount	Numeric	11	Yes	Enter a value if a tenant chargeback applies to this distribution.
46	PM Markup Charge Type	Alpha	10	Yes	Enter a value if a tenant chargeback applies to this distribution.
47	Default Payment Type Note: This field was added to the import format in version 25.2	List	20	Yes	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 (APTXF)

Note: This record is only needed after the APDF (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 APDF record it follows.	Yes	The value is always APTXF. Add an APTXF 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 is a Tax Amount on the distribution.
4	Tax Liability	Numeric	-7.2	Yes	Yes, if there is a Tax Liability amount on the distribution.

FILE EXAMPLES:

Format:

APIF, Vendor, Invoice, Description, Amount, Tax, Discount Offered, Misc Deduction, 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

APDF, Commitment, Commitment Line Item, Equipment, EQ Cost Code, Job, Extra, Cost Code, Category, BL Std Item, Property, Expense Account, Accounts Payable Account,+

Misc Deduction2, Tax Group, Units, Unit Cost, Amount, Tax, Tax Liability, Discount Offered, Retainage, Misc Deduction, 1099 Exempt, Dist Code, Draw, Misc Entry #1,+

Misc Entry Units #1, Misc Entry #2, Misc Entry Units #2, Meter/Odometer, 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, Default Payment Type

APTXF, Tax Item, Tax Amount, Tax Liability

Note: Use plus (+) sign when the same record continues on the next line.

Example 1

Not using Taxes
1st invoice has two distributions, 2nd invoice has one distribution
1st invoice has the Default Payment Type as Check, the 2nd invoice has the Default Payment Type as Electronic

APIF,PA 001,20190806-1,Replace light fixtures,75.00,,,,8/6/2019,8/16/2019,,8/26/2019,8/6/2019,,,,,,,,,

APDF,,,,,,,,,,,400-1000-61170,,,,,,50.00,,,,,,1,,,,,,,,replace light fixture,,,,,,,,,,,,,,,Check

APDF,,,,,,,,,,,400-1000-61170,,,,,,25.00,,,,,,1,,,,,,,,light fixture upgrade,,, ,,,,,,,,,,,,Check

APIF,BA 001,INV300856,paint office,850.00,,,,8/1/2019,8/15/2019,,8/30/2019,8/1/2019,,,,,,,,,

APDF,,,,,,,,,,,400-1000-61510,,,,,,850.00,,,,,,0,,,,,,,,paint office,,, ,,,,,,,,,,,,Electronic

Example 2

Using Taxes
1st invoice has one distribution with tax, 2nd invoice has two distributions each with tax
1st invoice has the Default Payment Type as blank so the value selected on the Vendor setup will be used for the invoice distribution
2nd invoice has the Default Payment Type on the first distribution as Check (1) and the second distribution has it as Electronic (2)

APIF,204,A12,signage,95.40,5.40,0.00,,8/1/2019,,,8/31/2019,8/1/2019,,,,,,,,,

APDF,,,,,,,,,,,10-6101,,,MET,,,95.40,5.40,,,,,1,,,,,,,,signage,,, ,,,,,,,,,,,,

APTXF,AZMET,5.40,,

APIF,301,34611,lumber,1272.00,72.00,60.00,,8/1/2019,8/5/2019,8/11/2019,8/21/2019,8/1/2019,,,,,,,,,

APDF,2320,2,,,03-002,,3-110,M,,,21-5005,,,MET,,,742.00,42.00,,,70.00,,0,,,,,,,,lumber,,, ,,,,,,,,,,,,1

APTXF,AZMET,42.00,,

APDF,2317,5,,,03-001,,7-210,M,,,21-5005,,,MET,,,530.00,30.00,,,50.00,,0,,,,,,,,lumber,,, ,,,,,,,,,,,,2

APTXF,AZMET,30.00,,