Invoice Import

This feature is available to bulk import invoices - most commonly used for accounting purposes.

Common uses:

  • Invoices that are split amongst multiple stores.

  • Tracking Direct Operating Cost and Non-Controllable Expenses

    • Budget Report

    • Cost of Goods Sold

    • Accounting

  • Common Account Types:

    • Utilities

    • Subscriptions / Premiums

    • Rent / Occupation Fees

    • Taxes

    • Supplemental Compensation

To use this feature.

  1. Download Template

  2. Enter values in fields using the guide below

  3. Save File as .CSV

  4. Click Chose File and add the file you created

  5. Click Upload

 

Column

Header

Field Definition & Information

Column

Header

Field Definition & Information

1 / [Hidden]

User ID

For tracking and auditing purposes.

This field is populated upon Template upload

2 / A

StoreID

Configured per Client.

Default is CUST ID from Stores Maintenance page.

3 / B

Invoice Date

Configured per Client.

Default limits entry to 2 days in the future.

4 / C

InvoiceNumber

Max 20 characters, preferably only numerical. Must be unique for the vendor and store, however, one unique invoice number can be used across stores.

5 / D

InvoiceTypeID

Found in Maintenance > General > PPC Maintenance > Transaction Types > ID #.

6 / E

VendorNumber

Max 20 characters. Use value per store as assigned in Franchisor Maintenance. If no value exists in Franchisor Maintenance, use Vendor Number in PPC Maintenance > Vendors.

7 / F

AccountNumber

Max 20 characters. Use value per store as assigned in Franchisor Maintenance. If no value exists in Franchisor Maintenance, use Account Number in PPC Maintenance > Accounts.

9 / G

Amount

Invoice Amount ≥ 0. No dollar sign, no commas, two decimal place max.

10 / H

PONumber

Order Number if applicable

11 / I

Comment

Invoice comment only if necessary.


Other Notes:

  • Because the file type is CSV (Comma Separated Values), the entirety of the import file cannot contain commas in fields.

  • If you receive an error message, the template did not upload.

    • “string or binary data could be truncated”

      • This error is most likely due to a comment that is too long or contains a comma.

    • “column [x] contains an unexpected value”

      • This error is most likely due to a comma (G or I) in a field that is pushing the next fields into the following columns

  • Per row, fields in columns A, D, E, and F must have confluent assignments via PPC Maintenance. Vendor (E) needs to be assigned Vendor Store (A), Vendor Type (D), and Vendor Account (F).

  • Multiple account numbers can be added per invoice number by adding duplicate rows and only changing the pertinent information.