Import Complete AP Entry

This process will import multiple AP vouchers from an Excel spreadsheet. 

Create Excel Import File

  1. Download a sample file from Excel Voucher Import Sample 
    1. It is recommended that you download the sample file, then edit for your import.
    2. The sample file is formatted for easier entry and for possible leading zeros in code fields.
  2. Delete the sample date in rows 2, 3 and 4.
    1. There is a check total calculation in row AW: this checks that all distributions fields add up to the total invoice Amount, it should be 0.00.
    2. If not 0.00 then check the distribution amounts and correct. 
    3. You may copy this calculation to additional rows as needed.
  3. Enter one line per AP voucher.
  4. You may insert additional rows above the red separator line.  
  5. The entry tips and required fields are listed below the data entry area in the sample file.  These tips may be retained in the file: the blank red row must remain above the tips section at bottom of file.
  6. Each row/voucher must contain at least these fields:
    1. VENDOR NUMBER
    2. INVOICE DATE
    3. AMOUNT (voucher total amount)
    4. PAYGROUP
    5. ACCOUNT 1 (GL Account)
    6. DISTRIBUTION 1 (amount)
    7. All other fields listed below are optional. All field headers must match exactly as listed.
  7. You may use up to nine (9) Distributions in a voucher.
    1. Each field name in a distribution line would be followed by a space then the line #.  
    2. For line 1 use: IFC 1, ACCOUNT 1, DISTRIBUTION 1, TRACKINGA 1 (See sample files)
    3. For line 2 use: IFC 2, ACCOUNT 2, DISTRIBUTION 2, TRACKINGA 2 (See sample files)
  8. IFC Code: Enter an IFC for each Account# that is not in the Paygroup.  Same as in the manual AP entry.
  9. Utility Consumption: Enter a TRACKINGA code for Utility Consumption tracking.  (Must be used with GL Account setup as consumption tracking.)
  10. Check Information: CHECK DATE, CHECK NUMBER, ELECTRONIC

    If these columns are blank, the entry will be imported as a Regular AP entry, After posting it will be available for check processing.

    If these columns are completed, the imported entry will be marked as Non-AP.  When posted it will process directly into the checkbook. 
    1. ELECTRONIC: “Y”, this will mark the Voucher as Non-AP, Electronic and will pull the next available Electronic Payment Number.  When posted it will process directly into the checkbook.  If Check date is blank it will use the Transaction Date.  Leave blank to send to check processing.
    2. CHECK DATE: Enter date to record as paid and record in the checkbook. 
    3. CHECK NUMBER: Enter check number to record in checkbook.
  11. Do not leave any blank rows between vouchers to import. The import process will stop at the first blank row.
  12. Save and close the Excel spreadsheet before importing.

Import Excel File

NAVIGATION: ACTIVITIES menu > Voucher Entry

  1. Click on the Quick Link: Import Voucher
  2. An Open File dialog box will open for you to find and select the Excel file to import.
  3. The vouchers will import into the AP voucher Entry view.  
  4. If any errors are detected, the import will not start, no vouchers will be saved. 
  5. You will receive the error prompt “Errors found – please refer to spreadsheet”.
  6. Click Ok and open your spreadsheet in Excel.
    1. The spreadsheet will contain error messages in each problem row, column AV to the right of the data.  
  7. Possible errors include:
    1. Duplicate Invoice Detected: Process will not import if it detects an identical Invoice number for the same vendor.  Was this spreadsheet already imported? If not change the invoice number.  
    2. Invalid Vendor: This Vendor number is not available in Horizon.
    3. Invalid Paygroup: This paygroup is not available in Horizon.
    4. Invalid Account #: The GL Account is not valid in Horizon.  The distribution # will be shown.  GL account also may require an IFC entry.
  8. Correct the errors, save and close the spreadsheet.
  9. Import the file again.
  10. Once the vouchers have imported, review the Voucher Edit List and Post Vouchers as normal.

See Accounts Payable - Enter a Vendor Invoice (Voucher) 

12/2023

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