Import Invoices (Templates)

Importing invoices allows you import invoices and credit memos contained in text files, from vendors or from other systems.  It allows importing line-item detail based on the information on the Par Levels/ Vendor Info tab (Restaurant Inventory Items) in Compeat.  It is also possible to import GL account-detail invoices, using the Compeat or ‘External GL Account’ number defined for each account in the Chart of Accounts.

Access the screen under File > Import Data > Import Invoices (Templates).

Here is how the process works:

1. Define an invoice template for the vendor on the Invoices screen (Setup > Electronic Transmissions > Invoices).
2. Find your vendor on the Vendors screen (Setup > Accounts Payable > Vendors > Vendor Info tab), and specify the template in the "Invoice Imports" field, under Electronic Distributors, or on the vendor Entity Access Tab:

3. Check the 'Reconcile Imports' box on the vendor Entity Access Tab if you wish to enable the ability to reconcile the imported invoice with an existing order.
4. Select your vendor from the Vendor drop-down list in the Import Invoices screen.
5. Download the invoice file from the vendor's website (click on the URL in the Compeat toolbar to access the vendor's website), or detach it from the e-mail if it was e-mailed to you by the vendor.  Enter the path (or browse) to the file in the ‘File Name’ box.  If the invoice is available on an FTP site, leave the ‘File Name’ box empty.  If an FTP Configuration is applied in the template, the filename is defined in the selected configuration.  For invoices being downloaded from a distrubutor’s FTP site, simply select the appropriate template and click the import button.  If the file contains invoices for multiple Compeat entities, or from multiple vendors, check the ‘Multi-Vendor/Store File box.  
6. Click the Import button Items from the invoice file populate the screen, each having an indicated Status (see Status Column below).

Compeat will attempt to match the items in the invoice file to items in the restaurant inventory.  Based on your invoice template settings, Compeat will compare the item code, split case indicator, variable weight indicator, and/or pack size that are in the invoice file, to the entries on the Par Levels/Vendor info tab of the restaurant inventory items.  If an exact match is found, ‘Exact Match’ is entered in the item’s  ‘Status’ column.  This means that the match can be accepted, and added to the invoice in Compeat when the invoices are created.  For some items, Compeat may enter ‘Match’ in the item’s status column.  This can be for several possible reasons:

• The vendor and vendor item code are assigned to multiple items in the restaurant inventory.

• The vendor item code and/or pack size is defined for multiple purchase units for the same restaurant inventory item, on the item’s Par Levels/Vendor Info tab.

• The item is available as a split case item, but the item is not correctly defined as a split case item in Compeat.

• The item is a catch or variable-weight item, but the item is not correctly defined as a catch weight item in Compeat.

If Compeat is unable to find any match for an item from the invoice file in the restaurant inventory, ‘New’ is entered in the status column.  This usually means that the vendor and item code aren’t assigned to any restaurant inventory item in Compeat, or the item itself isn’t defined in Compeat.

If a record in the file doesn’t contain enough valid information about the item (missing item code, for example), ‘Invalid’ is entered in the status column.

6.  (Optional) Resolve unmatched items If items are marked New or Match and you would like to include these in the imported invoices, they can be resolved as follows:

• For items marked ‘Match’, double-click the item or highlight its row and click ‘Find Match’.  A window will open with a list of the possible matches for the item that Compeat found in the restaurant inventory:

Double-click the entry that is an exact match for the entry in the invoice file.  Compeat will accept this as an exact match, and the status will change to ‘Exact Match’.  If you wish to ensure that the match you selected is an Exact Match every time you import invoices for the selected vendor, either remove the other matching entries from the inventory item(s), or check the ‘Order Guide Default’ box next to the entry on the item’s Par Levels/Vendor Info tab.

• For items marked ‘New’, you can create an Exact Match entry to a restaurant inventory item by double-clicking the item.  A window will open, allowing you to choose a restaurant inventory item and purchase unit to match the item to:

When ‘OK’ is clicked after the item and purchase units are selected, the item’s status will change to ‘Exact Match’, and the vendor information from the invoice import will be added to the Par Levels/Vendor Info tab of the Restaurant Inventory Item when the items are processed.  If the item is not set up in Compeat as an inventory item, this will need to be done before you can assign invoice import vendor info to it and update its pricing.

7. Click the ‘Accept All Exact Matches’ button.  Doing so will change the status of all exact match items to ‘Accepted’, and the row color will change to green:

You can also highlight individual rows in the grid and click ‘Accept’ to accept individual items.

8. Once all of the desired Exact Matches are accepted, click ‘Create Invoices’.  Compeat will create a new AP Invoices batch, and vouchers will be created within the batch for each invoice.
9. If you have enabled the 'Reconcile Imports' option on the vendor Entity Access Tab, the following window will open:

If the file you imported contained a PO number and it was successfully matched to an order, you will see the PO number in the 'Order' column next to the voucher it corresponds to.  If the file did not contain a PO number, or it did but the number could not automatically be matched to an existing order, select the order PO number from the drop-down.

Once all orders have been mapped to the vouchers they correspond to, click the 'Map Orders' button to reconcile the invoices to the orders.  The results of the reconciliation can be seen in the AP Invoices screen.

Columns

Note:  Columns will/will not populate based on which columns are mapped in the invoice import template, and the data contained in the file being imported.

• Status The current matching status of the line item.  See step 6 above.
• Vendor The Advantage vendor code for the vendor of the line item.
• Entity # The entity number the invoice batch will be created in.
• Doc. # The invoice or credit memo number for the document the line item is on, from the imported file..
• Item Code The vendor item code for the line item from the imported file.
• Description The item description for the line item from the imported file.
• Pack Size The vendor pack size for the line item from the imported file.
• Split Case This box is checked if the line item cost represents a split case quantity.
• Catch Weight This box is checked if the line item cost and quantity are in pounds instead of cases.
• GL Acct # If the file contains GL account items instead of inventory items, or if the 'Assign to GL Account' button is used, the GL account number associated with the item is displayed here.
• PO Num The purchase order number for the line item from the imported file.
• Total Sales Tax The total sales tax for the document that the line item is on, from the imported file.
• Apply Date The apply date for the document the line item is on, from the imported file.
• Due Date The due date for the document the line item is on, from the imported file.
• Doc Date The date of the document the line item is on, from the imported file.
• Doc Amt The total amount of the document the line item is on.
• Notes Notes for the line item from the imported file.  If no notes exist in the file, the column will show the name of the template used to import the file.
• Apply To Store Entity the line item amount applies to.
• Qty The quantity of the line item from the imported file.
• Ext. Price The extended price of the line item from the imported file.
• Non-Disc. Amt The cost of the line item not affected by discounts (if discounting is used by the vendor) from the imported file.
• Amt. Each The cost of each individual line item, from the imported file.
• Sales Tax The sales tax applied to the line item, from the imported file.
• Item Number The Compeat item number for the line item, if imported from the file.

Toolbar

Toolbar buttons are available on the screen to perform the following actions:

• Web Address Click to connect to the vendor web or ftp site specified in the invoice template.

• Reprocess Use to go through the matching process again after you have added inventory items into Compeat.

• Import Click to import the invoice file specified.

• Create Invoices Click to generate invoices for accepted items.

• View Log Click to view the log file, if you receive a message during the import that errors occurred.

Buttons

• Accept All Exact Matches Clicking this button will change the Status of all items marked Exact Match to Accepted.  Items must be accepted before they can be added to invoices.

• Accept Clicking this button will change the Status of the highlighted item to Accepted, if there is an exact  match.

   Note: You can highlight multiple items using Ctrl+Click and a range using Shift+Click.

• Find Match Shows potential matches for highlighted item (use with Match status items).

• Find Item Opens a search window for locating a specific item in the list.

• Delete Deletes the highlighted item.

• Delete All Deletes all items from the list.

• Revert Changes Removes any changes to a selected line item, such as manually matching to a Restaurant Inventory Item or assigning a GL account.

• Assign to GL Account Allows a single selected line item with 'New' status to be changed to import as a GL account assignment instead of as an inventory item.  Highlight the item you wish to assign, and click 'Assign to GL Account'.  A window similar to this will open:

Select the GL account you wish to assign the selected line item to and click 'OK'.  The item's status will change to 'GL', and the selected account number will populate in the 'GL Acct #' column.  When the invoice is generated, the item will show as a GL account, not as an inventory item.