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Use the Spreadsheet Import wizard to import accounts payable transaction data, including payment terms, AP accounts, distributions, vendor information, and more from a spreadsheet file using .XLS or .XLSX file format. The application saves these transactions as live payables, credit memos, and payments that will be available to pay or apply in the Actions > Manage Payments screen.
Special information
If you are importing AP check and/or AP payment transactions, you must set up at least one active bank account for the client before you begin the import.
Be sure that the spreadsheet is closed and remains closed during the import process.
Be sure that the spreadsheet is not password protected.
Selecting the source file
- Choose File > Import > Spreadsheet.
- In the Source Data screen, select the appropriate client from the Client name field.
- Select Accounts Payable Transactions from the drop-down list in the Data type field.
- In the Import File section, enter the path and filename of the spreadsheet file to import, or click the Browse button to navigate to the file.
- Select the worksheet within the spreadsheet file to import.
- To have the spreadsheet import wizard skip all data-mapping screens for the additional data types, mark the Skip data mapping screens checkbox. The application will skip all data-mapping screens unless it requires input from you.
- Click Next.
Mapping spreadsheet columns
Use this screen to map the spreadsheet columns to specific data fields in Accounting CS.
- If you saved mapping information from a prior import as a mapping template, that template will be included in the drop-down list in the Template field. If applicable, select the appropriate template.
- If the spreadsheet includes column headings or other rows of data that should not be imported, mark the checkbox in the Omit row column for that row. The application will not validate or import data in that row.
- For each column, click the column heading in the grid, and then select the applicable mapping item from the drop-down list in the Column <x> field above the grid.
- After you have mapped all applicable columns, click Next.
- The application validates the spreadsheet data. If any issues are found, the invalid items are highlighted. If necessary, correct the data and then click Next.
Mapping additional data types
Depending on the columns you mapped in the Column Mappings screen, the application may display the following Data Mapping screens, where you can select the Accounting CS data to correspond with the spreadsheet data. The Data Mapping screens may include the following fields and buttons.
Data mapping screens
Reviewing import diagnostics
The Data Analysis screen displays a list of the information that will be imported from the spreadsheet and the analysis results for the data. If necessary, you can click the Back button to make changes to any of the mapping and options screens. To view a diagnostic report for any of the items listed, mark the checkbox next to that item, and then click the Preview Selected or Print Selected button.
When you are satisfied with the data that will be imported, click the Finish button.
The Import Complete screen displays a summary of the information that was imported from the spreadsheet. Review the information. You can click the Print button to display a simple report of the import results, or you can click the Close button to close the Spreadsheet Import wizard.
Sample spreadsheet file
The following sample spreadsheet file is available for you to download and review. The sample spreadsheet is set up with commonly used columns and sample data. You can modify the formatting, column, and data to fit your needs.
Note: If you import the sample data into a live client record, please remember to delete the imported data when you are finished.
Open the spreadsheet file, and then save the file to the location specified in the Spreadsheet field in the Import Data tab of the Setup > File Locations dialog.
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