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AccountsPayable EDBL

Reference for the AccountsPayable EDBL import in Encompass: bulk-import vendor bills with open balances, terms and currency, creating missing vendors. Needs GeneralAccountingEdit permission and AP enabled; v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

  • Accounts Payable module must be enabled in your system

  • Vendors should exist in your system, though the routine can create missing vendors

  • User must have the GeneralAccountingEdit permission

  • If using currency features, the Currency module must be enabled and currencies must exist

Steps

The AccountsPayable EDBL routine imports accounts payable transactions (bills) that your company owes to vendors. It handles:

  1. Creating or updating purchase records and their associated shipments

  2. Setting payment information, including open balances

  3. Creating vendor records if they don't exist

  4. Handling payment applications

  5. Managing multi-currency transactions (if enabled)

The routine matches to existing purchases using:

  • Transaction ID (TxnID) and Vendor ID (with matching date)

  • Invoice number and Vendor ID (with matching date)

  • Shipment ID and Vendor ID

When creating new purchases, the routine:

  • Creates shipment records with Shipment Type = "Imported Inventory"

  • Creates purchase records with appropriate vendor and invoice information

  • Sets AP terms and due dates

  • Updates open balances

The "ZeroImportedAccountsPayable" option, when set to "1", will zero out previously imported AP records from the same import group. This is useful when completely replacing AP data rather than adding to it.

Fields And Definitions

Required Fields:

  • VendorID/VendorID_Translation - The vendor who issued the bill

  • InvoiceNum - The invoice number (will default to PONum if missing)

  • OpenBalance - The amount still owed on this invoice

Key Optional Fields:

  • ImportGroupID - Groups imports together (defaults to "1")

  • CompanyID/CompanyID_Translation - Company identifier (defaults to user's company)

  • Date/InvoiceDate - Date of purchase/invoice (they default to each other if one is missing)

  • DateMMDDYY/DateYYYYMMDD - Alternative date formats that will be converted

  • PONum - Purchase order number

  • Memo - Notes about the transaction

  • APAccountID - Accounts payable account

  • CheckNum - Check number for payments

  • APTerm - Payment terms

  • DaysOfCredit - Credit terms days

  • ZeroImportedAccountsPayable - Set to "1" to zero out prior imported AP

  • LocationID/LocationID_Translation - Location identifier

Vendor Creation Fields:

  • Address, Address2, City, State, PostalCode - Vendor address details

  • ListID, LicenseNum - External identifiers for the vendor

Multi-Currency Fields:

  • CurrencyID/CurrencyID_Translation - Currency identifier (if multi-currency enabled)

  • ExchangeRate - Exchange rate for currency conversion (defaults to "1")

Best Practices

  • Always include date fields - While the system provides defaults, explicit dates ensure accuracy

  • Provide vendor information - If vendor IDs don't match, include VendorID_Translation to link to existing vendors

  • Group related imports - Use consistent ImportGroupID values to keep related imports together

  • Check ZeroImportedAccountsPayable setting - Only set to "1" when you want to clear previous imports

  • Verify vendors first - Import vendors before accounts payable to ensure proper linking

  • Include invoice numbers - Without InvoiceNum, matching to existing purchases becomes difficult

  • Set company information - If you have multiple companies, explicitly set CompanyID to ensure correct company assignment

  • Import in batches - For large datasets, consider breaking imports into manageable chunks by date range

  • Review translations - If imports fail to match existing records, check TableTranslations for proper mapping

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