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. One per invoice/credit note. Invoices and credit notes must not be combined in the one file/batch.
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 Adept
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.