Invoice Records can be imported from a comma-delimited text file into Accounts Payable using Tools, Import Invoices. The text file can be created using any software that has the capability of creating a text file, the import uses a CSV format. The imported records are verified and, if no errors are found, they are written to the New.API file.

Records that are rejected by Import Invoices are copied to a separate rejected records text file which has the same format as the import file. A print journal lists any warnings and errors that occur during the import process and this information is used to edit the information in the rejected records file.

The import file remains intact during processing and is not deleted when the tasks completes. As a result, if you are reprocessing a group of previously rejected records, be sure to enter the name of the rejected records file as the import file name, not the name of the original import file.

The system does not warn you that a file was previously imported, however, if you import an invoice that already exists in the New.API or the Master.APM file, the invoice will be rejected and the error message will print on the journal indicating that the invoice already exists. If you marked the Include historical files in verification box in the AP Settings, and you are importing invoices that already exist in the History file, the invoices will be rejected and an error message will print on the journal indicating that the invoice already exists.

After you have reviewed the Import Invoices journal, and corrected and reimported the rejected invoices, the invoices are ready to be posted to the Master.APM using Tasks, Post Invoices.

For information about how to format your import file, refer to article 24372 DocLink: What information should I include in my Accounts Payable invoice import file?