How to upload large quantities of Vouchers in AP
Companies often have the need to enter large quantities of Vouchers/AP Invoices at a time. They may need to use it once for a one-time import, such as Open AP migration, or an ongoing process, like weekly imports of vouchers.
JDEdwards provides several interactive applications to enter Vouchers:
- Standard Voucher
- Speed Voucher
- Multi-Voucher, Single Supplier
- Multi-Company, Single Supplier
- Multi-Voucher, Multi Supplier
The application that allows for import of multiple vouchers and vendors is Multi-Voucher, Multi Supplier. It does have some limitations, such as all vouchers having to share the same Invoice Date, GL Date and Payment Terms. If that is acceptable, read on for step by step instructions on how to use it.
From the main Acconts Payable menu, navigate to Daily Processing/Supplier & Voucher Entry/Other Voucher Entry Methods. Select the Multi Voucher-Multi Supplier application:
Click the Add button and key in the following fields on the header screen:
Invoice Date, GL Date.
Next, click into the grid and start entering vouchers. The minimum fields required to create the voucher are:
Invoice Number, Invoice Amount, Supplier Number, Account Number. The grid also allows for Excel imports, which is a very useful feature if you have your Open AP vouchers in Excel. Either key them into the grid, or import from Excel:
Click OK when done and the system will validate. Once all errors are corrected, you will be presented with one more total voucher screen:
Click OK, and the vouchers will get created:
This is a great method for performing Open AP imports. I have used it at multiple clients during cutover. I like to use a trick to make sure that the GL balances don’t get doubled up. Feel free to email me if you’d like to know how to do that.
