The Purchasing Invoice Export Process

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Once an Invoice has been accounting reviewed and a check request is created, the invoice will be flagged as ready for export. Your export file generally contains all new invoices. However, your invoice file can also be populated with previously selected invoices.

This article will show you, an Accounting Reviewer, how to export an invoice.

Step 1: On your Certify homepage, click the Purchasing tab.

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Step 2: Click Go to Purchasing.

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Step 3: This is your Purchasing Dashboard. Click the Invoices tab.

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Step 4: In the Export box, click Export Invoices.

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Step 5: Before you can export, you must define the columns you want to include in the export file. Click Complete Export.

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Step 6: Check the boxes next to the columns you'd like to include in the export file. As you check each box, the column name will appear in the box at the bottom of the screen.

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Step 7: Change the order of the columns as they'll appear in the export file by clicking Move Up or Move Down.

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Step 8: Click Save when complete.

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Step 9: Click Select Invoices to Re-Export if you want to include one or more previously exported invoices in your current export file.

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Step 10: Enter Date Range and Amount. Other criteria you can choose is Vendor and Invoice Number. Click Show Invoices.

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Step 11: A list of invoices matching the filtering criteria will be displayed. Click the checkbox next to the invoices you'd like to re-export and click Re-Export.

Options:

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First, choose to export either Currect Invoices or Previously Exported Invoices by clicking the appropriate button. If you want to repeat a previous export, you must select an invoice export date from the drop-down list.

Please Note: If you choose the Repeat a previous export option, all of the invoices in the selected export file will be re-exported. You will not have the ability to choose individual invoices for export as possible through the Select Invoices to Re-Export link at the top of the page.

Department Selection:

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Under Department Selection, click the department name to open a list of all available departments. Select an individual department if you want to create an export file containing only those invoices associated with a specific department and its child departments.

Please Note: This is only available if your administrator has enabled the Enable Exporting below the Root on the Company Preferences page.

Include:

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  • Click Detail: One Item Per Row if you want the invoice export file to contain a separate row for every invoice line item. Or, click Summary: One Row Per GL Per Invoice if you want to aggregate invoices by GL. Summary-style export files contain a separate row for every GL referenced in an invoice, rather than a row for every invoice or line item.
  • Click With Void Invoices if you want the export file to contain invoices that have been voided. Or, click Without Void Invoices if you do not want voided invoices included in the export file.

An invoice is termed positive or negative based on the invoice total, which includes voided and unvoided line items. An invoice with a zero dollar total is considered positive.

  • Click Positive and Negative Invoices to disregard invoice total when generating the invoice file. Click Positive Invoices to include only those invoices with a positive total. Or, click Negative Invoices to include only those invoices with a negative total.

File Format:

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Choose the format for the export file. If you want the export file's first row to contain column names that identify the field values, check the Include column names in first row checkbox.

Then, select from four different format types:

  • Tab-separated (.txt): The values in the export file are separated by tabs, and the file has a .txt extension.
  • Comma-separated (.csv): The values in the export file are separated by commas, and the file has a .csv extension.
  • XML: The values in the export file are offered in the standard XML data exchange format, including the data hierarchy, elements, and attributes. The export file has a .txt extension.
  • Tab-separated - Old format (.txt): The values in the export file are separated by commas, and text values are enclosed in double quotatin marks. The export file has a .txt extension.

Step 12: Click Preview to preview the export file.

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Step 13: Click Export to generate the export file.

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