Automatic Invoicing for A/P

Several fields are required for the system to be able to import. Other fields are optional and will be used if they are in the database. For example, the Vendor number is mandatory or the invoice cannot be completed. If an invalid Vendor number is used the system will not process the record and will return an error that says "No Vendor Number" or "Invalid Vendor Number".

If a field is included in the database that is not required it will be used instead of system defaults. If it is not used in the database it will be automatically extracted from the Vendor file. For example, he Vendor terms are not required and would be extracted from the Vendor file.

If one Vendor's records should be divided into several invoices, make sure each of the records to go on each invoice has a separate number. For information about the fields themselves refer to the ACCPAC Technical Reference manual.

To begin the update select maintenance from the main menu. Each of the records will be updated if the information is valid. If it is not the record will be appended with an error message and the data can be changed and imported again. If the same records are imported from the originating system twice, they will be imported twice so be sure to be careful on updates. The record reports are available in several fashions from the reports pull down menu. After the records are imported, they are still available for reporting until the import process is conducted again.