One invoice with 5 lines into FENXT - not sure how to set it up in Excel

Need help with importing one invoice into FENXT with 5 lines and not sure how to set it up in Excel, csv file. Can anyone help me with this? TY

Comments

  • @Jessica Coriz each invoice is a single row in Excel, so the fields for the lines on the invoice repeat in columns across the row as many times as you have rows up to 100., 5 times in your current invoice. Then when you map the fields in the import parameter, you just need to make sure that each column in a group (representing a single line in the invoice) all have the same extension number in the field mapping.

  • Kevin Brazell
    Kevin Brazell Blackbaud Employee
    Tenth Anniversary Kudos 5 First Reply Name Dropper

    @Jessica Coriz
    Here is the KB with examples and sample file : KB for importing invoice with distributions . Denis is correct where you'd put all the data into a single row. If you have 5 distribution lines, you'll be using 5 sets of columns for your expense account(s), project(s) etc. The file in the KB illustrates the format using an invoice with 2 lines. You'd just add 3 more sets to it and use that to import.

  • @ Kevin Brazell Very helpful. But where would the description go for each line entry? Thank you for help!

  • @Denise Appelgren Very helpful. But where would the description go for each line entry? Thank you for help!

  • Kevin Brazell
    Kevin Brazell Blackbaud Employee
    Tenth Anniversary Kudos 5 First Reply Name Dropper

    @Jessica Coriz there is a description field for import for the line items called line item descriptions. you'd map one per line.

  • @Kevin Brazell Can you tell me what column it should go after in the Excel spreadsheet, such as after the Project ID column?

  • 5e3bc40e0226d45841c12d77f224a99b-huge-im

    @Jessica Coriz Here's a sample where the yellow highlighted cells represent the invoice header and the columns J-N would be the group of columns repeated for each line item on the invoice.

  • @Denise Appelgren But where would the line item description go? (in which column between J-N, I think I need to add a column between there for each line description). Each line will have a different description from the overall invoice. IE. Overall invoice would be April premium. One line item description would be Faculty, then another would be Admin, then another line description would be Philanthropy, then 4th line item description would be Facilities, last would be Adjustments. Each line has their own description, GL code and amount. TY

  • Kevin Brazell
    Kevin Brazell Blackbaud Employee
    Tenth Anniversary Kudos 5 First Reply Name Dropper

    @Jessica Coriz when importing it can be any order, but I usually go to the fields tab of the import and go in order from top to bottom on all the fields I may use. Makes mapping easier.

  • @Jessica Coriz Sorry - yes - the line item description is in column L of the example. You would then repeat columns J-N for each line item, so each will have a unique description and distribution.

  • @Kevin Brazell Hi Kevin, not sure what you mean. Once I have the columns in order and save as a csv, I go to import in AP. Is this where you are mentioning your suggestion?

  • @Denise Appelgren I see it now. Let me try this and I might have more questions at the import stage. TY Denise

  • @Kevin Brazell
    I tried importing this article as a TEST but it didn't work…time's out.