Enabling and Using the Certify AP Setup Utility

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After your account is set up, you can upload your information into the Certify AP Setup Template. The Setup Utility enables you to upload this information into Certify AP.

This article shows you how to use the AP Setup Utility.

Information to Upload

Use the Setup Utility to upload the following information from the Setup Template into Certify AP.

Please Note: Not all worksheets in the Setup Template are designed to be imported through the Setup Utility. For example, some of the user permissions listed on the Users and Permissions worksheet cannot be imported using this tool.

Information Description
General Ledger (GL) Codes

The numbers or values assigned to each account in your General Ledger.

Please Note: Certify AP accommodates:

  • Customers who use one code for both General Ledger (GL) Account and department.
  • Customers who have separate codes for GL Account and department.

Study the Setup Template to check if you have one or separate codes for GL accounts and departments.

User Permissions

The names, titles, permissions, and other information about users in Certify AP.

Product Categories

The categories (classes or divisions) or products in your product catalog.

Purchasing Vendors

The vendors you purchase from.

Products

The products you often purchase.

Projects

The work projects you charge for certain purchases.

Departments

Your departments.

Budgets

Your budget amounts for each GL Account and department.

User Allowances

The amount of money certain users are allowed to spend.

Locating the Setup Utility

Step 1: On your Certify AP homepage, click the gear icon.

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Step 2: On the Department Configuration page, click Setup Utilities.

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Step 3: The Data Import page opens. Click Start Import.

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The Create Import page opens. Use this page to upload and configure your data.

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Uploading and Configuring Data

Using the worksheets in the Setup Template, load your information into the Create Import page. Load sections of information one at a time, in the following order:

  1. GLs (GL Accounts).
  2. User Permissions.
  3. Categories.
  4. Vendors.
  5. Products.
  6. Projects.
  7. Budgets or Budgets by Department - Use only one of these uploads:
    1. Budgets - Use if you use Dept/GL Restrictions (restricts certain GL Accounts to certain departments.
    2. Budgets by Department - Use if you allow all departments to access all GL Accounts.
  8. User Allowances.

Step 1: If you need to save this import before it is complete and return to it later, enter a description of the import in the Import Description (optional) field. If you save and do not enter a description, the system names the import for you by object type (GLs, Budgets, etc.) and the date and time.

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Step 2: Click the Import Type dropdown menu and select the type of information you are importing. For the first import, select the GLs type.

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Please Note: In the Import file type section, the Define Fiscal Period and Department fields are grayed out and unusable until you reach the BudgetsBudgets by Department, and User Allowances imports. To find out how to use these fields, see the Imports with Monthly Amounts section of this article.

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Step 3: In the Locate a file to import section, click Choose File and select the Certify Purchasing Setup Template that is saved on your computer.

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The file name appears.

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Step 4: Open the Setup Template on your desktop and locate the worksheet from which to upload data. Starting with row 1, count the number of rows on this worksheet that contain instructions or are blank above the column heading row. Enter the number of rows in the Number of rows to skip field. Do not exclude the columns heading there.

Please Note: On the Setup Template, this number is between 10 and 14. (Different worksheets have different numbering).

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Step 5: On the Setup Template, check what row on the worksheet contains the column header. Enter that row number in the Row number that contains the names of the columns field.

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Step 6: In the Excel file Control section, click on the Worksheet dropdown menu and select the appropriate worksheet from the Setup Template.

For your first import (the GL Codes import), select the GL Account Only (GLs) worksheet.

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Step 7: Click Continue.

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The Map Columns to Fields in Certify Purchasing page opens.

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Previewing and Mapping Data

To map your data fields, you can:

  • Auto Map
  • Manually Map

Please Note: Mapping is essentially matching: you decide which fields (spreadsheet columns) from the Setup Template become what fields in Certify AP. The columns usually have the same name as the fields they map to.

Using Auto Map

To save time, you can Auto Map the fields on this page by clicking Auto Map at the top of the screen. Auto Map automatically matches the columns from the Setup Template to the fields in Certify AP.

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Manually Mapping Fields

To successfully map your data fields (spreadsheet columns) from the Setup Template to the fields in Certify AP, use the three sections on this page. Manually mapping shows you how the data transfers from the Setup Template to Certify AP and may help you troubleshoot later in case of a data error in the import.

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To manually map the fields, follow these steps:

Step 1: To manually map the data fields, click the first row in the 1. Choose Fields in your file column.

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When you click on this row, the row turns gray. One or more rows in the 2. Choose fields in Certify field become clickable.

Please Note: If the corresponding row in the 2. Choose fields in Certify field is grayed out and you cannot click it, there may be an error in the data. Check the Setup Template for rows with blank cells.

Step 2: Click the corresponding row in the 2. Choose fields in Certify field.

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Please Note: In the 2. Choose fields in Certify field:

  • To see special requirements for the data field (such as character limits), hover over the Information (?) icon.
  • Fields with the Required icon are required.
  • Fields with the Required for new icon are required only when you import data for the first time, not if you are updating data later.

For the GL Codes import, click the GL Account Code field in the 1. Choose fields in your file column, and then click the GL Account Code field in the 2. Choose fields in Certify field.

After you click on these rows, both rows turn blue and display marked checkboxes. The mapping isplays the 3. Review Mapped Field Pairs column.

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Step 3: Finish mapping the other fields. The GL Codes import has three fields to map.

Column in the Setup Template Matching Field in Certify AP
GL Account Code

GL Account Code

GL Account Name GL Account Name
Active Active

To remove a mapping, click on the Remove icon in the Review Mapped Field Pairs column.

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Step 4: Click Save Map to save this mapping (optional). If you have subsequent imports for similar uploads, you can use this saved map again.

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Step 5: When you have successfully mapped all the data fields, click Continue.

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The Review & Confirm Import page opens. Use this page to review the data for potential errors (next section).

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Confirming the Import

On the Review & Confirm Import page, review the data for potential errors:

  • Confirm Rows Ready to Import.
  • Review Rows Not Ready to Import.
  • Import Rows.

In the Import Review (The data has not yet been imported) section, make sure the number of Rows ready to import is the same number as the number of rows of data in the spreadsheet.

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If the number of Rows not ready is greater than 0, there is an error in the data. Review the rows of data in the Setup Utility and the Setup Template to find and correct this missing data.

Step 1: To review the rows for this error, click View all rows.

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Possible data errors include:

  • Entering the number of rows before the header and the header row incorrectly on the Uploading and Configuring Data page of the Setup Utility so Certify AP reads the header row as data.
  • Starting a field (a cell in the Setup Template spreadsheet) with single or double quotes (' or ").
  • Importing worksheets with missing or incomplete data. For example, in the Vendors upload, an example of a data error is trying to assign a vendor to a GL Account that does not exist.

Step 2: If you locate errors, edit them in the Setup Template on your desktop and save it. Then, click Cancel and Delete Import.

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Review the previous steps to upload the corrected Setup Template and import the data.

If the number of Rows not ready is 0, click Import These Rows.

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The Import Complete page opens.

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Completing the Import

In the Rows Successfully Imported section, the confirmation message (Row(s) successfully imported appears.

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To see the information you uploaded to Certify AP, select View Rows.

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Click Done.

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Uploading Other Data Imports

To import the rest of your data, repeat the previous steps, starting with uploading and configuring.

Some data uploads have prerequisites, which are listed below.

Data Import Prerequisites
GL Codes No prerequisites.
User Permissions No prerequisites.
Categories No prerequisites.
Vendors Categories
Products Categories and Vendors.
Projects No prerequisites.
Budgets GL Codes.
Budgets by Department GL Codes.
User Allowances Users (already uploaded through the user/department sync).

The steps of each data import are the same except for the names and number of the columns you map from the Setup Template to Certify AP.

Please Note: The Budget by Departments section is the exception. This import requires you to enter the budgetary information for each department separately.

Because each type of import has different types of data (for example, the Budgets spreadsheet has a column for each month of the year, while the Vendors spreadsheet does not), the Map Fieldsd to Columns in Certify AP page is different for each import. The sections below display how the Map Fields to Columns in Certify AP page appears for each import.

Importing User Permissions

The User Permissions import has 26 fields to map.

Please Note: The Setup Template's user Permissions worksheet has 32 columns, but the Setup Utility only requires 26 fields. Map the fields that the Setup Utility requires for now and keep the extra information from the Setup Template to use later.

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Column in the Setup Template Matching Field in Certify AP
First Name Not required for the Setup Utility.
Last Name Not required for the Setup Utility.
User Title User Title
Phone Number Not required for the Setup Utility.
Phone Extension Not required for the Setup Utility.
Fax Number Fax Number
Email Address Not required for the Setup Utility.
Certify Login Password Not required for the Setup Utility.
Department ERP ID Not required for the Setup Utility.
ERP User (Vendor) ID ERP User (Vendor) ID
Active Not required for the Setup Utility.
Approve Requisitions Permission Approve Requisitions Permission
Requisition Spending Limit Not required for the Setup Utility. Enter each user's Requisition Spending Limit later through the Configuration page.
Enter Packing List Permission Enter Packing List Permissions
Enter Requisition Permission Enter Requisition Permissions
Accounting Review Permission Accounting Review Permissions
Approve Invoices Permission Approve Invoices Permissions
Add/Edit Categories Permission Add/Edit Categories Permissions
Add/Edit Products Permission Add/Edit Products Permissions
Add/Edit Vendors Permission Add/Edit Vendors Permissions
This permission has not been added to the Certify AP Setup Template yet. Leave this mapping blank for now and make a note to manually assign this permission to users through the Configuration page. Administrator Permissions
This permission has not been added to the Certify AP Setup Template yet. Leave this mapping blank for now and make a note to manually assign this permission to users through the Configuration page. Approval Delegate Permissions
Configure Budgets Permission Configure Budgets Permissions
Budget Reports Permission Budget Reports Permission
Company Data Reports Permission Company Data Reports Permission
This permission has not been added to the Certify AP Setup Template yet. Leave this mapping blank for now and make a note to manually assign this permission to users through the Configuration page. Invoice Status Report
Open PO Report Permission Open PO Report Permission
PO Accrual Report Permission PO Accrual Report Permission
Project Report Permission Project Report Permission
Spending Report Permission Spending Report Permissions
Transaction Report Permission Transaction Report Permissions
User Allowance Report Permission User Allowance Report Permissions
User Approval Report Permission User Spending Reports Permission
User Report Permission User Reports Permissions

Importing Categories

The (Product) Categories import has two fields to map.

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Column in the Setup Template Matching Field in Certify AP
Category Name Category Name
Active Active

Importing Vendors

The Vendors import has 19 fields to map.

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Column in the Setup Template Matching Field in Certify AP
ERP A/P Vendor ID ERP A/P Vendor ID
Vendor Name Vendor Name
Address 1 Address 1
Address 2 Address 2
City City
State State
Zip Code Zip Code
Country Country
Phone Number Phone Number
Fax Number Fax Number
Email Email
Category/Sub-category Category/Sub-category
Primary Contact Primary Contact
Account Number Account Number
Payment Terms Payment Terms
Default GL Code Default GL Code
Enable Packing Lists Enable Packing Lists
Currency ID Currency ID
Active

Active

Importing Products

The Products import has 14 fields to map.

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Column in the Setup Template Matching Field in Certify AP
SKU SKU
Short Description Short Description
ERP A/P Vendor ID ERP A/P Vendor ID
Vendor Name Vendor Name
Category/Subcategory Category/Subcategory
Default GL Code Default GL Code
Price Price
Product Unit Product Unit
Default Quantity Default Quantity
Detailed Description Detailed Description
Manufacturer Name Manufacturer Name
Model Number Model Number
Active Active

Importing Projects

The Projects import has four fields to map.

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Column in the Setup Template Matching Field in Certify AP
Project Name Project Name
Project Number Project Number
Product ERP ID Product ERP ID
Active Active

Imports with Monthly Amounts

The next two imports, Budgets or Budgets by Department, and User Allowances, require an extra step on the Create Import page. Because this information relates to your fiscal year, you must select a fiscal year.

In the Define Fiscal Period section, click on the Fiscal Year dropdown menu and select a year.

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These two imports also include monthly amounts (the budgeted amount for each department, GL Account, or user per month).

  • The Setup Template uses the full name of the month (ex. "January").
  • The Certify AP fields use MM/YYYY format (ex. 01/2018).

Importing Budgets

Remember you either filled out the Budgets or the Budgets by Department worksheet on your Setup Template, not both. If you filled out the Budgets by Department worksheet, do not use this import.

The Budgets import has 13 fields to map.

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Column Name in the Setup Template Field in Certify AP
Full Account Name Full Account Name
January  01/2021
February 02/2021
March 03/2021
April 04/2021
May 05/2021
June 06/2021
July 07/2021
August 08/2021
September 09/2021
October 10/2021
November 11/2021
December 12/2021

Importing Budgets by Department

The Budgets by Department import requires an extra step on the Create Imports page. In the Department section, click the dropdown menu and select a department.

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After you select the department, use the data mapping to set monthly budget amounts for each GL Account for that department. After importing the monthly budget amounts for each GL Account for one department, repeat the previous steps to import budgetary amounts per GL Account for the other departments.

The Budgets by Department import has 13 fields to map.

Column Name in the Setup Template Field in Certify AP
GL Account Number GL Account Number
Department Name GL Account Name
January 01/2021
February 02/2021
March 03/2021
April 04/2021
May 05/2021
June 06/2021
July 07/2021
August 08/2021
September 09/2021
October 10/2021
November 11/2021
December 12/2021

Importing User Allowances

The User Allowances import has 13 fields to map.

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Column Name in the Setup Template Field in Certify AP
User Email Address Email Address
January 01/2021
February 02/2021
March 03/2021
April 04/2021
May 05/2021
June 06/2021
July 07/2021
August 08/2021
September 09/2021
October 10/2021
November 11/2021
December 12/2021

Returning to Progress/Previous Imports

On the Data Import page, the In Progress/Previous section lists any imports that are in progress. If you leave an import in progress, you can open them again by clicking on the name of the specific import.

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