How to Import AP Manual Checks using Visual Integrator

Note: these steps are for Visual Integrator in older versions of Sage 100. The "Change Next On" command does not exist on the Records tab in Visual Integrator in newer versions of Sage 100.

These are the two scenarios we can import A/P Manual Checks for:

• A/P Check containing 1 invoice with multiple GL distributions
• A/P Check containing multiple invoices with 1 GL distribution

A/P Check containing 1 invoice with multiple GL distributions:

Create import into AP_ManualCheckHeader

Configuration Tab:

Header Separate From Line Record - Leave this Checkbox blank. Select only if sourcefile is formatted when Header information such as the Vendor Number, Check Number and Check Amount are in different rows than the Line information such as Invoice Number and Invoice Amount.

Data Tab:

The following fields should be included on the import:

• H.BatchNo - If Batch Processing is selected for Manual Check Entry in Accounts Payable, Setup menu, Accounts Payable Options
• H.BankCode
• H.CheckNo
• H.CheckType
• H.CheckAmt
• H.APDivisionNo
• H.VendorNo
• L.InvoiceNo
• L.InvoiceAmt
• LL.AcountKey
• LL.DistributionAmt

Note: As an example, if you are importing one manual check entry with one invoice (created on-the-fly) for multiple G/L distributions, then every Data field except LL.AccountKey and LL.DistributionAmt should be identical for that manual check entry.

Note: Other fields may be added but are not required. For example, if a default value needs to be overridden, you may add the field to the import job.

Records Tab:

Change Next On - This must be defined if Header Separate From Line Record on the Configuration Tab is blank.

Special Consideration - Verify the amounts in the sourcefile are in balance. The Invoice Amount must equal the Line Distribution Amounts. The Check Amount must equal the Invoice Amounts.

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A/P Check containing multiple invoices with 1 GL distribution:

Create import into AP_ManualCheckHeader

Configuration Tab:

Header Separate From Line Record - Leave this Checkbox blank. Select only if sourcefile is formatted when Header information such as the Vendor Number, Check Number and Check Amount are in different rows than the Line information such as Invoice Number and Invoice Amount.

Data Tab:

The following fields should be included on the import:

• H.BatchNo - Only if Batch Processing is selected in AP Setup options for Manual Check Entry
• H.BankCode
• H.CheckNo
• H.CheckType
• H.CheckAmt
• H.APDivisionNo
• H.VendorNo
• L.InvoiceNo
• L.InvoiceAmt
• LL.AcountKey
• LL.DistributionAmt

Note: To prevent Out of Balance errors if using Multiple Invoice per Check, the field H.CheckAmt must have the following import properties:

• Operation = Calculated
  Calculation = {AP_ManualCheckHeader.CheckAmt}+NUM(IMP$[x]) where x = column in sourcefile that contains the Invoice amount.
  Other fields may be added but are not required. For example, if a default value needs to be overridden, you may add the field to the import job.
• If Out of Balance Errors are received, it might be necessary to add the L.LineKey Field to the Import job with an Operation of Incr Assign

Note: If importing manual checks and creating invoices on-the-fly while importing, the fields LL.AcountKey& LL.DistributionAmt are required to properly write to the file AP_ManualCheckInvDetail.M4T. (Note: Check reversals do not use these fields.)

Records Tab:

Change Next On - This must be NOT be included in the Records Tab

Special Consideration - Verify the amounts in the sourcefile are in balance. The Invoice Amount must equal the Line Distribution Amounts. The Check Amount must equal the Invoice Amounts.