TOPS [ONE] Version 4.2.3.8
Description
Importing Bills gives you the option to enter your bills in a GLOBAL Excel Spreadsheet format and then enter them with one import instead of entering them manually into the system.
You can add information like the bill number, bill amount, and the vendor alias.
This article will have the sample file used and instructions on how to use the Import Bills.csv file to add your bills into TOPS [ONE].
The file used to import bills is very sensitive, do not make changes to the headers, and do not add extra columns. You can change the file name but keep the file type as .csv.
Step By Step
1. Click Accounts Payables, then click Activity
2. Click Action then Import Bills
3. If you already have the ImportBills.csv file in the TOPS [ONE] format, click Select Files.
If you do not have the file, download the .csv file at the bottom of this article, and follow the instructions below.
Filling out the .CSV file
- Download the file attached to this article
- Open File
- Fill out as instructed below
What info am I filling out?
You will use the import bills file to import the following information:
Community information
Vendor Information
Bill Information (Description &Amount)
GL Distributions
Column A - Community ID - Enter your community alias for the bill
Column B - Payment Date - Enter the Invoice Date
Column C - Dollar Amount - Enter bill amount here
Column D - Bank Account - Enter bank GL account you intend to pay this out of
If your Chart of Accounts are setup with a leading zero, you must enter the leading zero in the excel file.
Column E - Expense Account - Enter your offset expense account here
Column F - Vendor ID - Enter you Vendor alias
Column G - Invoice Number - Enter the Invoice/Bill number
Column I - Invoice Description - Enter you Invoice/Bill description
I don’t see check number on your list?
Even though you see Check Number in column H, DO NOT ENTER A CHECK NUMBER.
What does the import file look like?
Congrats! You filled out the file!.... Now what?
After you click Select Files and upload your file, you will see a Green bar.
This will let you know the file finished uploading.
Click the Notification Bell to see the status of the upload.
If successful
You will see a message similar to this on your notification bell.
To view the imported bill, click Accounts Payable then Make Payments
If Errors are Found
1. Click the notification with the error
2. An Error file will download. Column A will explain the error within the file.
You can make the edits right on the error file, and re-upload.
3. Once the issues are resolved, click Select File, upload file with fixes.
