Import allows you to add multiple new records and update existing records from a .csv file. Within Accounts Payable, you can import Products, Vendors, Invoices, Recurring Invoices, Credit Memos, Purchase Orders, Receipts and Adjustments. This solution provides examples of the necessary files to complete these imports.

Note: Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup solution.

An import file will need to be created to bring information into the Financial Edge. The format of the files differs depending on what type of record is being imported as well as if you use projects. Below are sample files of the main Import options for Accounts Payable: Invoices with project distribution

 

Note:  To view sample files, please click the underlined link for the import type. Example files contain the headers for required fields on the first row. The second row contains examples of the information that goes into these header columns. When using these templates to import, you will need to remove the information in the second row before inputting your data. When saving these files in Excel, use Text as the column type for any field with leading zeroes.  Otherwise, Excel drops the leading zeros.  You can save the file in any delimited format or in fixed length.  However, the sample data file is in CSV format

**Importing items with grouped information involves the use of extensions on the Fields tab of the import parameter.

Extensions allow you to tell the system which columns of information should be grouped together. This comes into play when you import invoices with multiple rows of distribution. The system needs to know what 
pieces of information should end up on the same line of distribution. Below is an example of how the fields tab would appear when mapping Invoices with multiple lines of distribution.

Note: The extensions are grouped in sets of 4 in this example, as each row of distribution has 4 components. The extensions start with 00, and increase from there. This is an example where the row has only 1 project for a given line of distribution.

 

Example of fields tab mapping for invoices with multiple lines of distribution


For complete import information, refer to the following: