The AP Imports application allows to import electronically provided payable information into Scope and create the resulting incoming invoices and credit notes. This will help to automate your accounting processes.
Start: Finance > AP Imports and select Import from the menu bar. Choose from one of the two options: Import CSV/Excel or Import UBL.
Import CSV/Excel
File
Select the CSV/XLS file containing the electronically provided payable information from your computer/network.
Template
For CSV/Excel-format, selecting an AP Import Template is mandatory.
Once Scope processed the file, you will be taken to the AP Imports Editor. The editor shows all details taken from the imported file and their respective matches with Scope's own details.
Matching the vendor
The vendor is matched by the definition in the template. If this is not part of the file, you will leave this empty and have to fill the vendor manually upon each import.
Matching the orders
Scope tries to find the order matching the references given in the file. In case Scope does not find a match, you have to select the correct order manually.
Matching the charges
Scope tries to match the charge codes given in the file with Scope's own charge codes. In case Scope does not find a match, you have to select the correct charge code manually.
Map Excel CSV to AP Imports Template
If you received a CSV/Excel file from a vendor, remove any header lines that do not match column headers. Open the CSV/xlsx in Excel to find the letters of the columns. Using these letters, you can map the file's columns to the corresponding fields in the template.
It is possible to set a fixed vendor in your template. It is also possible to set a fixed charge type for this vendor in your template.
Invoice in XML format but not UBL
If you receive an XML that is not a UBL, it is possible to open the XML in Excel using the option As an XML Table. Once you have saved the file as an Excel file, you can create a template based on this Excel file like mentioned above.
Import UBL XML
File
Select the respective XML file containing the electronically provided payable information from your computer.
Template
Due to the structure provided in the UBL-format selecting an AP Import Template can be left blank. When the file has been processed, you will be taken to the AP Imports Editor. The editor shows all details taken from the imported file and their respective matches with Scope's own details.
Matching the vendor
The vendor is matched by creditor account number or if the creditor account number is not contained in the UBL-file by tax-id and address. Ensure that the Partner for this Creditor in Scope has the same tax-id as mentioned in the UBL file.
Matching the orders
Scope aims to find the order matching the references given in the UBL file. It will try to map values found in one of the following XML elements:
<InvoiceLine> <ID>
<OrderLineReference> <LineID>
<OrderReference> <ID>
In case Scope does not find a match, you will have to select the correct order manually.
Matching the charges
Scope tries to match the charge codes given in the file (SellersItemIdentification) with Scope's own charge codes. In case Scope does not find a match, you have to select the correct charge code manually.