Import Dialog Box

Use this dialog box to import transaction details from the vendor's invoice to the AP invoice when you create or modify it.

You can access this dialog box while you are modifying an AP invoice with a workflow state set to start, in review, or in progress. You also need appropriate access rights to the AP invoice in order to modify the record. If the Purchase Order field is used to associate purchase orders with an AP Invoice, then the Import dialog box is not accessible because the Project grid is disabled.

You can import files with the .txt or .csv format. Other file formats are not supported.

Location

To display the dialog box, complete the following steps:

1. From the Vision navigation menu, click Accounting > AP Invoice Approvals.
2. Create or update an AP invoice.
3. On the Project grid, click Import. The Project grid and the Import button are disabled if you enter a purchase order in the Purchase Order field.

Contents

Field	Description
Field Delimiter	From the drop-down list, select the character to use as a separator between the values (fields) in the credit card statement files that you will be importing into Vision. Options are: {Tab} @ # $ ^ | ; (semi colon) , (comma)
Text Qualifier	From the drop-down list, select the character that you are using as a text qualifier in the credit card statement files to import into Vision. Options are: {None} — No text qualifier " — Double quotation mark ' — Single quotation mark A text qualifier may be used in addition to delimiters in a file that you are importing. Text qualifiers are placed at the beginning and end of a value (field) inside the delimiters. Text qualifiers indicate that the content between them is part of one value (field). For example, if you use comma delimiters, a text qualifier (other than a comma) helps to distinguish commas that are used as delimiters and commas used within the value. Example: You use comma delimiters and a single quotation mark as the text qualifier. A row of data in the file is: 'John Bartlett', 'Marriott International, Inc', '10/20/2014', '$1,000.00' Using text delimiters ensures that the commas in Marriott International, Inc and in $1,000.00 are not interpreted as a delimiter. These commas are part of the company name and the monetary amount.
Decimal Symbol	Enter the symbol that you use for decimals in import files.

Fields to Import Toolbar

Field	Description
Fields to Import Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Up	Use this button to move a selected field up one row.
Down	Use this button to move a selected field down one row.
Move Included Items Up	Use this button to move all fields that have the Include check box selected up to the top of the grid.

Fields to Import Grid

Field	Description
Include	This column contains a check box for each row item on the grid. Select this check box for each field that you include from the project record. No check boxes are selected by default.
Field Name	This column displays the fields that can be imported into the Project grid. The fields displayed in the column are not editable.
Data Type	This column displays the data type for a field, which indicates the type of characters used for the data: Varchar — The field can contain both letters and numbers. Datetime — The field contains a date. Decimal — The field contains numeric amounts. You cannot edit the data types displayed in the list.

Field	Description
File to Import	Use this field to select the file that you want to import. Click the Browse button to display the Open dialog box where you can select the file to be imported into Vision.
Validate	Click this button to verify that the fields and criteria that you selected can be imported without errors before importing them to the project grid. A corresponding message displays if the file that you want to import contains any errors, or if it has no errors.
Error Log	Click this button to generate a report that shows a list of errors that were encountered during the import or validation process.
Import	Click this button to initiate the import process after selecting the fields that you want to import into the project grid. A corresponding message displays if the imported file contains any errors, or if it has no errors.
Cancel	Click this button to close the Import dialog box.
Help	Click this option to display information about the dialog box.