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Posted March 15, 2023
Importing New Records - Vendor Invoice Items
Follow the steps for Importing New Records.

The vendor invoice item import allows you to import each invoice line item in its own row.  Note: If the Post Date, Vendor Info, Invoice Date, Vendor Memo, and Total are the same across multiple rows, then those invoice items will be imported as part of the same invoice.

Note: Total must be equal to the sum of the invoice item amounts (invoice_item_quantity * invoice_item_overriden_price) for the specified vendor invoice (determined by Post Date, Vendor Info, Invoice Date, Vendor Memo, and Total). Example: If an invoice has three items worth $10 each, the total amount on all three rows should be entered as $30.

To import all invoice items per invoice in one row, follow the steps for Importing Data for New Records - Vendor Invoices.

Depending on the export file that you are using for the import, you may prefer to use one import over the other.


Field Required Type Sample Values Notes
vendor_id Yes, if vendor_name is not specified Identifier "123"  
vendor_name Yes, if vendor_id is not specified Lookup "Amazon"  
post_date No Date "2021/07/01" Date the invoice is posted to the GL
invoice_date Yes Date "2021/07/01"  
due_date Yes Date "2021/07/01"  
total Yes Decimal "123" Total amount of the invoice (including all items)
accounts_payable_account_id Yes, if accounts_payable_account_number is not specified Identifier "123" The credit account. See GL Account for more information
accounts_payable_account_number Yes, if accounts_payable_account_id is not specified Lookup "1-00-00-1010-000"  
vendor_memo No Text "Printers" Memo that you may want to display on checks
internal_memo No Text "Printers"  
invoice_number No Text "abc123"  
invoice_alternate_id No Text "abc123"  
pay_to_address_id Yes, if pay_to_address_type is not specified Identifier "123" Create a DAT query to identify the id values
pay_to_address_type Yes, if pay_to_address_id is not specified Lookup "Billing" See Finance > Vendor > Details > Addresses screen
pay_to_address_line1 Yes, if pay_to_address_type is not specified and the vendor has more than one address Lookup "5 ABC Street" See Finance > Vendor > Details > Addresses screen
posted_date No Date "2021/07/01"  
voided_date No Date "2021/07/01"  
void_comment No Text    
invoice_classification_id No, unless you are using classifications Identifier "123"  
invoice_classification_name No, unless you are using classifications Lookup "Upper School" See Finance > Maintenance > Classifications screen
invoice_item_product_id Yes, if invoice_item_product_name is not specified Identifier "123"  
invoice_item_product_name Yes, if invoice_item_product_name is not specified Lookup "Printer"  
invoice_item_account_id Yes, if invoice_item_account_id is not specified Identifier "123" The debit account. See GL Account for more information
invoice_item_account_number Yes, if invoice_item_account_id is not specified Lookup "1-00-00-1010-000"  
invoice_item_overriden_price Yes Decimal "123" Price for the individual item
invoice_item_quantity Yes Integer "123"  
invoice_item_note No Text "Printer"  
item_classification_id No, unless you are using classifications Identifier "123"  
item_classification_name No, unless you are using classifications Lookup "Upper School" See Finance > Maintenance > Classifications screen
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