Understanding Data Import

Instead of manually entering invoice number information, you can import data from a spreadsheet to populate the values for these programs:

Sales Invoice Number (P703B11)
Purchases Invoice Number (P704220)
(Release 9.2 Update) A/R Receipts Invoice Number (P703B102)
(Release 9.2 Update) A/P Payments Invoice Number (P70413M)
General Ledger Invoice Number (P700911)

When you import data, the system populates the tables in which the system stores values for the program. The system stores the values in these tables:

AR Invoice Number table (F703B11)
AP Invoice Number table (F704220)
(Release 9.2 Update) AR Receipts Invoice Number table (F703B102)
(Release 9.2 Update) AP Payments Invoice Number table (F70413M)
General Ledger Invoice Number table (F700911)

To import data, first prepare a spreadsheet with the following values:

Doc Co (Document Company): Enter the number that, with the document number, document type and G/L date, uniquely identifies an original document, such as invoice, voucher, or journal entry.
Doc Ty (Document Type): Enter the code from the Document Type UDC (00/DT) table that identifies the origin and purpose of the transaction.
Document Number: Use this field to enter the number that identifies the original document for the transaction, such as a voucher, invoice, or journal entry.
Invoice Type: Enter the code from the Invoice Type UDC table (70/IN) that specifies the invoice type.
Invoice Serial Number: Use this field to enter the serial number for the invoice (if applicable).
Invoice Number: Use this field to enter the alphanumeric value of the invoice that documents the transaction.

(Release 9.2 Update) To import data for A/P Payments Invoice, first prepare a spreadsheet with the following values:

Payment ID

Enter a number that the system assigns from the Next Numbers to identify and track payment records.

Document Type-Matching

Use this field to create the Variance Journal Entries for payments, receipts, and journal entries when running the Auto Bank Statement Process (R09616). If the Document Type on the Payment Clear tab is left blank, the default value is PN. If Document Type on the Receipt Clear tab is left blank, the default value is RC. If Document Type on the Journal Entry Reconcile tab is left blank, the default value is JE.

Use the Document Type to create Journal Entries on the Journal Entry Create tab, and the Draft Paid tab. For both of these, the default value is JE, if left blank.

Batch Number

Use this field to identify a group of transactions that the system processes and balances as a unit. When you enter a batch, you can either assign a batch number or let the system assign it using the Next Numbers program.

Batch Type

Use a code that specifies the system and type of transactions entered in a batch. The system assigns the value when you enter a transaction. Valid values are set up in the Batch Type UDC table (98/IT). You cannot assign new values. All batch types are hard coded.

Invoice Type

Enter the code from the Invoice Type UDC table (70/IN) that specifies the invoice type.

Invoice Serial Number

Use this field to enter the serial number for the invoice (if applicable).

Invoice Number

Use this field to enter the alphanumeric value of the invoice that documents the transaction.

(Release 9.2 Update) To import data for A/R Receipts Invoice, first prepare a spreadsheet with the following values:

Payment ID: Enter a number that the system assigns from the Next Numbers to identify and track payment records.
Batch Number: Use this field to identify a group of transactions that the system processes and balances as a unit. When you enter a batch, you can either assign a batch number or let the system assign it using the Next Numbers program.
Batch Type: Use a code that specifies the system and type of transactions entered in a batch. The system assigns the value when you enter a transaction. Valid values are set up in the Batch Type UDC table (98/IT). You cannot assign new values. All batch types are hard coded.
Company: Use this field to identify a specific organization, fund, or other reporting entity. The company code must already exist in the Company Constants table (F0010) and must identify a reporting entity that has a complete balance sheet. At this level, you can have intercompany transactions.
Invoice Type: Enter the code from the Invoice Type UDC table (70/IN) that specifies the invoice type.
Invoice Serial Number: Use this field to enter the serial number for the invoice (if applicable).
Invoice Number: Use this field to enter the alphanumeric value of the invoice that documents the transaction.

Then, access the import function, complete the range of cells to import, and then import the information. The data must be in the correct data type, such as numeric for fields that accept only numeric values.