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AP Bills Excel Bulk Upload

Bring Accounts Payable Bills into SoftLedger in bulk, through adding Bills details into an excel import template.

Geoff Ostrega avatar
Written by Geoff Ostrega
Updated today

Description

Bring Accounts Payable Bills into SoftLedger in bulk, through adding Bills details into an excel import template.



Important Considerations:

  1. Bulk Uploads should be xlsx format with the first tab in the file as the upload template.

  2. If using custom fields on any documents to be uploaded, the format for the column header should follow this logic: "customFields.<property>" (case sensitive). For example, if a custom field created with a property title of "ExternalSource", this would look like this: customFields.ExternalSource

  3. If using custom dimensions on any documents to be uploaded, the format for the column header should follow this logic: Name of Custom Dimension as it appears in UI (case sensitive), followed by ".id". For example, if a custom dimension is created named "Region", the column header would be titled: Region.id

  4. All Bills from an Upload will be given a System Job ID value, which can be used to filter in the Bills table to find and bulk edit/delete uploaded bills.

  5. Uploads have a maximum file size of 5MB (generally around 15-20k rows).

  6. Only one of Description/Item.number should be set.

  7. Fields headers are not case sensitive.

  8. Within the template, the fields highlighted in yellow are required.

  9. Dates in Date Fields to be entered as ISO Date Format (YYYY-MM-DD). See Sample File in above Template.

Upload Fields

Required Fields

These fields are always required on upload

number

This number field is used to connect lines together within this excel file, and not the number that the Bill is created with (the system will create this automatically). See the Sample File for more context.

Vendor.id

The ID of the Vendor as assigned by SoftLedger (you may need to look in the UI or export Vendor table to excel to gather).

invoiceDate

Transaction date of the Bill (this will be used for any automated foreign currency translation). Entered as ISO Date Format (YYYY-MM-DD).

postingDate

The accounting date for the financial impact that this Bill carries when hitting the general ledger (often the same as Invoice Date). Entered as ISO Date Format (YYYY-MM-DD).

dueDate

When the Bill is due for payment. Entered as ISO Date Format (YYYY-MM-DD).

Location.id

The ID of the Location where this Invoice is meant to be received.

APAccount.number

The AP Account Number to be used in the Journal Entry produced from this Bill.

~Item.number~

If billing for a specific Item already set up in SoftLedger, include the Item Number here. If not Billing against an Item, use the Description field.

~description~

If not billing against a specific Item, enter a Description for the line item(s) in the Bill.

BillAccount.number

This is the Expense Account Number for the line item (e.g. Travel Expense, Operating Expense, etc.)

quantity

This is required as a multiplier against the Amount field. If entering Description line items, this is often set to 1.

amount

The amount for the line item. If entering multuple quantities, the total amount for the line item will be Quantity x Price.

Optional Fields

These fields are optional, but may become required depending on the type of entry you create. For example, if you want to create an InterCompany Journal Entry, then the IC fields will become required.

Currency

The currency of the Bill. This is required if no Currency is selected for the full file on the file upload page.

reference

This is a reference field that can often times be used to match a unique identifier from an external AP system.

ICLocation.id

If this is an InterCompany Bill, enter the ID of the Intercompany Location that should ultimately carry the expense of the Bill.

CostCenter.id

If assigning a Cost Center against the line item(s) of the Bill lines, enter the ID here.

Job.number

If this Bill line item is part of a Job, enter the Job ID here.

Product.id

If this Bill line item is to be tagged against a Product, enter the Product ID here.

TaxCode.code

Enter the Code as created under the Tax Code section under Settings. The Tax Code will drive which Ledger Account the Tax Amount is coded to.

taxAmount

Enter the Tax Amount for this line item. If no Tax Code has been selected, the Tax Amount will be coded to the default tax ledger account set under Settings>Accounts>Tax.

notes

Add rich text for any additional notes in this field.

customFields.<property>

If using custom fields on any documents to be uploaded, the format for the column header should follow this logic: "customFields.<property>" (case sensitive). For example, if a custom field created with a property title of "ExternalSource", this would look like this: customFields.ExternalSource

custom.Id

If using custom dimensions on any documents to be uploaded, the format for the column header should follow this logic: Name of Custom Dimension as it appears in UI (case sensitive), followed by ".id". For example, if a custom dimension is created named "Region", the column header would be titled: Region.id

File Upload Process

  1. Select the saved upload file by clicking Choose File.

  2. Optionally select the Currency for ALL Bills in the file, OR provide a currency per Bill within the 'currency' field of the file itself.

  3. The file will either upload with a 'completed' status, or return errors in a 'failed' status (Depending on the number of entries, this could take several minutes to upload).

Troubleshooting errors:

If there is one or more errors. A table of errors will appear. The first column will either read "CSV Row" or "number"

  • CSV Row - signifies the row in the uploaded file causing the error(s) in the second column

  • number - signifies the number value causing the error(s).

After resolving the errors, re-upload the file to complete the process.

Bulk Import Table

On the Bulk Bill Upload tab, there is a table to review previous completed or failed upload attempts:

For further reference on bulk uploads see this article: Bulk Uploads

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