A/P Invoice Import

Importing Invoices

User can import in multiple invoices using a template. Navigate to the menu Invoices -> A/P Invoice Import. Download and open the provided template by clicking "Download Template" button.

Note that in the template, columns in bold are mandatory, and if highlighted in yellow, the values have to match the Naviga value. Invoices with multiple G/L Allocation or Payment lines are entered as separate lines with the same Invoice ID and Vendor ID. The first occurrence of an Invoice ID / Vendor ID combination must include the invoice detail, subsequent lines need only contain Invoice ID, Vendor ID and G/L and payment information.

The option “Use Legacy Vendor ID” if checked to “Yes”, will allow the import process to match the Vendor ID in the spreadsheet to a legacy ID on a vendor rather than the Naviga Vendor ID. If checked as “No”, the system will use the Naviga vendor ID.

You can check the button “Invoices are Historical”: If set to "No" then invoices are written into an A/P Batch and will need to be posted to the A/P. If set to "Yes" then the invoices are posted straight to the A/P.

If the Invoices are Historical flag is set to yes, you can also optionally click the button “Flag Invoices as Posted to G/L”. This will mark the imported invoices as posted already to the G/L and it will not post again. If set to no, the invoices will be posted to the G/L from Naviga.

Download the template from this screen which opens a spreadsheet. Fill out the sheet and save to your desktop. For the template details, please see section below titled Template Fields.

Then click the “Select” button to choose the spreadsheet and upload to Naviga. To flush out any errors on the spreadsheet, click the button “Test Import” and click OK if you get an error because the system will display the line and cause of error.

After error corrections, resave the template to your desktop. Then click the x remove button to clear the upload then re-click the select button to upload the corrected sheet. Then click the “Import File” to complete the import file. The system will provide an ID for the import.

To view the imported invoices, user can click the node “List of Imported Invoices” and pull up the import ID, and view all imported invoices.

Template Fields

Click the button “Download Template”.

This will open the excel spreadsheet for you to fill out. The fields are as follows:

Field Name	Sample	Source and Format	Optional/ Mandatory
Invoice ID	SH345677	Free form entry but cannot be an existing invoice ID in Naviga	Mandatory
Vendor ID	171	Can be any value; preferably matching Naviga values if already exists.	Mandatory
Invoice Date	04/30/2023	MM/DD/YYYY This is the date on which the invoice was issued.	Mandatory
Financial Period	2023-04	This is the financial period against which the invoice will be posted; must match the Naviga financial periods already setup.	Mandatory
Currency ID	USD	This is the currency ID to indicate the currency. Only set if using foreign currency. For the system base currency, leave blank.	Optional
Invoice Amount	1000.12	Numeric	Mandatory
Tax Amount	30.32	Numeric	Optional
Invoice Balance	300	Numeric: This is if the invoice is partially paid.	Mandatory
Bank ID	BOA	Alphanumeric; this is the bank ID against which the invoice will be posted. Must Match bank ID already setup in bank setup	Mandatory
Invoice Comment	This is paid in full	Alphanumeric	Optional
1099/1042 Code	01	Numeric	Optional
1099/1042 Amount	100	Numeric	Optional
A/P G/L Account ID	01*00*000*30000	The G/L code against which the invoice is to be posted; must be a match to Naviga account ID. This field only gets used when the button “Invoices are Historical” = YES. Otherwise it is ignored. Any GL Code entered here will override the system derived A/P GL Code for that Historical Invoice.	Optional
Tax G/L Account ID	01*00*000*30001	The G/L code against which the tax part of the invoice is to be posted; must be a match to Naviga account ID.	Optional
Expense G/L Account ID	01*00*000*30001	The G/L code against which the expense part of the invoice is to be posted; must be a match to Naviga account ID. The “Expense GL Account ID” on the first line of each Invoice (i.e. first occurrence) is used to determine the “Company” for each Invoice. That “Company” is subsequently used to determine the system-derived A/P GL Code.	Mandatory
Expense G/L Amount	200	Numeric	Mandatory
Publication	NAM	This is the publication ID against which the invoice is to be marked; should match Naviga publication ID.	Optional
Issue	FEB-17	This is the publication issue ID against which the invoice is to be marked; should match Naviga issue ID.	Optional
Edition	HOL17	Alphanumeric Edition ID; should match Naviga value.	Optional
Section	DISP	Section ID of the publication in Naviga.	Optional
Employee	JSHINE23	This is the employee ID required for the GL account ID if applicable; should match Naviga value.	Optional
G/L Description	Plumbing services	This is the GL account description.	Optional
GL Project ID	12	This is the ID of the project in Naviga.	Optional
Check Number / Reference	123456	This is the check number for this invoice. (only relavant for historical imports)	Optional
Check Date	12/31/2017	MM/DD/YYYY – This is the check date when it was issued. (only relavant for historical imports)	Optional
Check Amount	7865.99	Numeric value of the check which could be a partial payment of the invoice or a full payment. (only relavant for historical imports)	Optional
Check Discount	60	Numeric value of a discount given on the payment. (only relavant for historical imports)	Optional
Reconciled Date	1/1/2018	MM/DD/YYYY – Date when the check will be reconciled with the payment balance.	Optional