Adept Interface Setup
Adept Interface and Setup
Accounts payable invoices and credit notes can be imported into the AFD database using a predefined CSV spreadsheet format. This spreadsheet format will allow the importing of multiple invoices within the one file. All invoices in the one file must relate to the same company within Adept. The CSV file format required is outlined below:
Control Record - Header
|
Field Name |
Length |
Type |
Field Format / Value |
Comments |
|
Record Type |
1 |
Alpha |
H |
Header Record. One per file |
|
Company code |
2 |
Alpha |
X(2) |
Adept Company Code. Used for validation when importing into Adept. |
|
BatchTotal |
11 |
Decimal |
+/- 999999999.99 |
Sum of invoice amounts (inc. GST) |
|
Number of invoices |
4 |
Integer |
9999 |
The of invoice records. |
Invoice Record
|
Field Name |
Length |
Type |
Field Format / Value |
Comments |
|
Record Type |
1 |
Alpha |
D |
D = GL Detail. |
|
Inter-Company Code |
2 |
Alpha |
X(2) |
For use with inter-co journals. Leave blank if not used. |
|
GL Account |
8 |
Alpha |
x(8) |
Must be a valid GL account in Adept. |
|
Field Name |
Length |
Type |
Field Format / Value |
Comments |
|
Record Type |
1 |
Alpha |
I or C |
I = Invoice Record; C = Credit Note. |
|
Creditor ID |
8 |
Alpha |
X(8) |
Must be a valid ADEPT Creditor Code |
|
Creditor's Reference |
10 |
Alpha |
X(10) |
|
|
Invoice Date |
8 |
Integer |
YYYYMMDD |
|
|
Invoice Due Date |
8 |
Integer |
YYYYMMDD |
|
|
Second Reference |
15 |
Alpha |
X(15) |
|
|
Amount |
11 |
Decimal |
-999999999.99 |
Including GST |
|
GST |
11 |
Decimal |
-999999999.99 |
GST Amount |
|
Company |
2 |
Alpha |
x(2) |
Must be a valid company code in Adept. |
GL Distribution Record
|
Cost Centre |
7 |
Alpha |
x(7) |
Must be a valid GL Cost centre in |
|
Line Description |
50 |
Alpha |
x(50) |
|
|
GL Distribution Amount |
11 |
Decimal |
-999999999.99 |
Including GST |
|
GST |
11 |
Decimal |
-999999999.99 |
|
Notes
- For each Invoice record, there must be one or more GL Distribution records immediately following it in the interface file and the total GL Distribution Amount should equal to the Invoice Amount.
- Credit amounts must be signed negative, i.e. prefixed with a "-".
- The batch created in ADEPT is named in the format "APCCnnnnnnnn", where "CC" is Company Code and "nnnnnnnn" is a sequence number.
- It should be noted that as a generic interface no control is exercised over each batch, i.e. if the process is passed the same batch twice it will be processed twice, and if a batch is not selected its absence will not be detected.
- Information on any error detected is highlighted on the screen. Major errors will abort the process.