M5-AP Voucher Import

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This enhancement adds functionality that allows the user to import AP Vouchers into a Voucher Entry Batch and includes the default Vendor Bank Account record in the import.

  • Import AP Vouchers task has been added to enter the AP import file name/path to be imported.
  • Added functionality to include the default Vendor Bank Account record in the import if it is not provided.

Installation, Setup & Usage

Installation Requirements:

Prior to running this application, you will need to have the appropriate version of Sage 500 installed. (Please contact BlythecoDev for further information and version compatibility). It is recommended to have a complete and tested backup prior to installing any application on your Sage 500 platform.

Reinstalling or Installing an Update:

You must first uninstall the client/server installs via “Add and Remove Programs”. This will not uninstall any database objects, but will permit the update install to run its SQL package to update the necessary database objects. Once the previous install has been removed, you may then run the new client and server installs.

Components to the Installation:

1. Server Installation – This adds the database stored procedures and tables required to run the integration. Run the Install Shield on the Sage 500 database server.
2. Client Installation – This is used to install the client components of Sage 500. Run the Install Shield Application on each appropriate workstation that the enhancement will run.

Task Setup:

The task AP Voucher Import must be added to the MAS500 task menu.

1. Select your MAS500 desktop, go to the Accounts Payable > Activities folder
2. Right click on the folder and select “Create New Task.”
3. When the context menu appears, select MAS 500 Task.
4. For Module select Accounts Payable
5. Select the task named AP Voucher Import then select OK.
6. An AP Voucher Import task will appear in the MAS500 task menu.

AP Voucher Import Task
Figure 1 - New MAS500 Task AP Voucher Import

Default Bank Setup:

In Accounts Payable, Maintenance, Maintain Vendors, a default Bank Account can be set up and used to assign a bank account for AP Voucher Imports (by vendor) if a bank account has not been identified on the import file. An example of bank account “B” set up is shown in Figure 2.

Maintain Vendors - Default Bank Account
Figure 2 Maintain Vendors – Default Bank Account

If a default bank account is assigned in the AP voucher import process, it will be displayed in the Process Vouchers screen after the import.

Using This Enhancement

To activate the AP Vouchers Import screen, click on the new AP Vouchers Import task. The screen, as seen in Figure 3, will appear. Using the Path Navigation button to the right of the file path input field, locate and select the AP Voucher file to be imported.

AP Vouchers Import File Path
Figure 3 AP Vouchers Import File Path

A sample, single row, AP Import File is displayed in Figures 4A, 4B, and 4C below (using 3 screen prints of a single row from left to right).

Figure 4A Sample AP Import (Screen print 1)
Figure 4A Sample AP Import (Screen print 1)

Figure 4B Sample AP Import (Screen print 1)
Figure 4B Sample AP Import (Screen print 2)

Figure 4C Sample AP Import (Screen print 1)
Figure 4C Sample AP Import (Screen print 3)

After the AP import file path has been selected (see Figure 3 above), the green “proceed” button can be selected to import the vouchers file. After this button is selected a pop-up message will appear verifying the import is complete. See Figure 5.

Voucher Import Complete Message
Figure 5 Voucher Import Complete

View/Edit Imported AP Vouchers

To view/edit the imported AP vouchers, open the AP Process Vouchers task (in the Accounts Payable, Activities menu). Select the “Last” button on the Navigator Toolbar to navigate to the last batch (as seen in the lower left corner of Figure 6). This will be the imported AP batch.

Imported AP Voucher Batch
Figure 6 Imported AP Voucher Batch

Select the “Enter Vouchers” button to view/edit the AP imported voucher(s).

Process (Enter) Vouchers Header Screen
Figure 7 Process (Enter) Vouchers Header Screen

Notice that in this sample illustration, Figure 7, the default Bank Account “B” has been assigned to this imported voucher because it was not defined in the AP import file.

Process (Enter) Vouchers Detail Screen
Figure 8 Process (Enter) Vouchers Detail Screen

After imported AP vouchers have been reviewed and edited they may be posted using the same process as any other AP vouchers. The voucher or entire AP Batch may be deleted and re-imported if needed. (Deletion of a voucher or batch is accomplished the same as any voucher or batch, by selecting the red “X” on the appropriate screen toolbar).

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