Import Supplier Invoice

How do I use the import supplier invoice function?

This article will explain:

• What the import supplier invoice function does

• What file formats are valid for this process

• How to use the import supplier invoice functionality

• How to enable this function

Overview

The Import Supplier Invoice function gives you the ability to import a file that creates Supplier invoices within Tourplan, the feature must be made available to users or groups of users.

File Formats

The two supported file formats for invoice imports are .xml or .csv.

CSV File Format

A valid file can contain the following fields, those marked with an * are mandatory i.e. must have a non-blank value.

Fields	Detail
SupplierCode*	6 Character Creditor Code
InvoiceReference*	Invoice Reference Number
InvoiceDate*	Invoice Transaction Date
InvoiceCurrency*	Invoice Currency from the Booking Header
VoucherNumber*	Invoice Voucher Number
AmountTaxExclusive*	Invoice Value Exclusive of Tax
AmountTax*	Invoice Tax Amount
CloseVoucher*	Close Voucher Instruction, Y/N Value
RemittanceNotes1	Any Required Remittance Notes
RemittanceNotes2	Any Required Remittance Notes

XML File Format

NOTE: If you require example .CSV or .XML files please contact your local Tourplan support office.

 

Supplier Invoice Import

1. From the Home menu, select Financials > Accounting > Accounts Payable > Import Invoices.

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click Accounting to go to the Accounting menu to expand it:

      

   4. Click Accounts Payable to go to the Accounts Payable menu to expand it:

      

   5. Click Import Invoices to go to the Import Invoices screen:

      

2. Locate the required file from your local drive and open the file to begin the import.

   NOTE: An error message will appear if the selected file format is incorrect or the file contains invalid data values.

3. The Import Invoice screen will display a list of columns to import. Click Yes to continue, or No to cancel the file import.

4. The Import Invoice Transaction Lines screen displays the validation results from the invoice file.

   1. Errors Tab - if the invoice file contains validation errors a list of errored invoice lines will display.

      

   2. Invoices Tab - valid invoice lines display on the Invoices tab.

      NOTE: Selecting an invoice line displays the Voucher Details in the summary panel of the screen.

      

   NOTE: The Errors and Invoices tab fields are display only, data cannot be corrected within the UI .

5. From the Invoices tab,

   1. Click Save Invoices to complete the process.

   2. Click Exit to cancel the process.

6. If Save Invoices was selected, a Summary screen will display showing one row per invoice line saved.

   

7. Click OK to keep the changes and save or update the entry.

   

About the Import Invoices Fields

Errors and Invoices Tab

Supplier Code

All 6 digit supplier codes.

Reference

The reference number for the invoice.

Date

This is the invoice transaction date.

Currency

The invoice transaction currency.

Voucher

All identified invoice voucher numbers.

Amount

The transaction invoice amount.

Close

Whether the voucher will be closed as a part of the transaction. Y (Close Voucher)/N (Voucher Remains Open).

Error (Error Tab)

A list of the errors found within the content of the import file.

Error Types

Error Types	Definintion
Supplier Not Found	The Supplier code specified cannot be found
Service Line Not Found	The voucher number does not match the service line ID of an exisiting service line
Reference Exists	An exisiting invoice with the specified reference has been found for the supplier
Voucher Not Found	The specified voucher number cannot be found
Invalid Currency	The currency specified cannot be found
No Liability	There is no liability on the service line
Date In Closed Period	The invoice date is in a closed period
Period Not Found	The invoice period was not found

Summary Section

The summary section to the right of the screen can be collapsed or expanded using the arrows.

Voucher Details Section

Voucher Number

The voucher number for the selected invoice line.

This Invoice

The invoice amount in the systems base currency.

Exchange Rate (If Invoice currency different from Voucher currency)

Any exchange rate from the invoice currency to the system base currency.

This Invoice (If Invoice currency different from Voucher currency)

The invoice amount in the invoice currency.

Voucher Amount

The total value of the voucher.

Already Invoiced

The total value already invoiced against the voucher.

Amount Owing

The total value still owing against the voucher.

 

Valid Invoices Section

Invoices

The total number of valid invoices identified within the import file.

Invoice Value

The total value of valid invoices identified within the import file.

Invoices Lines

The total number of valid invoice lines identified within the import file.

 

File Totals Section

Invoices

The total number of invoices identified within the import file.

Invoice Value

The total value of invoices identified within the import file.

Invoice Lines

The total number of invoice lines identified within the import file.

 

Security Settings

Important Note: As with other applications within Tourplan NX, access is granted to required users or groups of users via security settings within the Security Setup menu. Once Imported Transactions is enabled, all users provided with access will see Import Invoices as an accounting menu item under Accounts Payable.

 

NOTE: Security setting amendments can only be actioned by users with sufficient system permissions within Tourplan NX and should be done in consultation from your Tourplan system administrator.