Import AP Bills

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

image001.png

2. Click Action then Import Bills

image002.png

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

  1. Download the file attached to this article
  2. Open File
  3. 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?

image003.png

 

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.

image005.png

 

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.

image006.png

To view the imported bill, click Accounts Payable then Make Payments

image007.png

 

If Errors are Found

1. Click the notification with the error

image008.png

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.

image009.png

 

3. Once the issues are resolved, click Select File, upload file with fixes.

image011.png

Attachments

Did you find this article helpful?

1 out of 2 found this helpful