AP Release Notes: July 6, 2021

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Data Import Utility (DIU)

The Certify AP Data Import Utility (DIU) allows clients and implementation engineers to set up recurring imports of master data lists. The DIU may be used to create new entries or update existing entries on the following data objects in Certify AP.

Budgets Categories GL Accounts Products
Projects User Allowances User Permissions Vendors

To access the new DIU feature you must be a Certify AP Administrator. Admins may navigate to:

Login > Certify AP Configuration > Company Preferences > Data Import Settings first to set their desired email addresses for import notifications as well as which type of import notifications they want to receive.

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Notification emails may be individual email or multiple email addresses separated by a semi-colon.

Next administrators will need to set up their import file mappings. To do this, navigate to:

Login > Certify AP Configuration > Setup Utility

Once in the Setup Utilities the administrator must begin by setting up a file mapping that will be used to perform future imports via automation. So keep in mind that you will want to have a sample file of the object data you will be sending to Certify AP via SFTP automation for import.

You will follow the same steps that you do in the Setup Utility to perform a manual import. First you will select the import type.

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Then you will select the sample file that you have containing the object data to import by clicking the Choose File button.

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Once the file is chosen you then have to detail how we should read the file in terms of headers and data rows. You will see slightly different screens here depending on if your file is a standard CSV or an Excel document. CSV files are preferred as they are simpler and have less chance of import issues due to file corruption and other factors. Any Excel file may be easily saved as a CSV file to help prevent potential issues.

CSV File Control

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Excel File Control

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On either of the above pages you are being asked to describe the file contents for header and ata rows. The first value is telling us how many rows to skip until we arrive at the first data row. The second value is telling us the row location for the header row. So if you had a file that looks like this example then you would put in 4 and 1, as there are 4 rows to skip before the first data and the header is on row 1.

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Lastly when using the CSV file control you need to ensure you choose the delimiter properly, either Comma, Tab, or Space. When using the Excel file control you need to ensure to choose the proper worksheet from your workbook since it could contain more than one.

Once you then click the Continue button you are on the last part of configuring your mapping for your automated imports. On this page you will map file columns to applications fields so that as new files are sent from you to Certify AP via SFTPO we will apply this mapping and import the data properly.

If you are using the Certify AP Data Import Template you can use the Quick Map button to automatically map the file contents to the applications fields.

Otherwise you may map the file contents to the application fields manually by choosing a file column in the first set and then choosing the appropriate application in the second set to map them together. Once done mapping you then simply click the Set Automated Map button and you are done.

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Now that you have completed the file mapping process you are ready to start importing files via SFTP. Certify AP allows for push of various files from you to automatically perform the imports for you. You may access the SFTP credentials and file structure by navigating to Invoices > Manage FTP.

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You will configure SFTP on your end to deliver your files to be imported to Certify AP. Just have the file delivered to the proper directory for the object type you want to import and it will be immeidately picked up and imported.

Import Email Notifications

When imports are completed you will be sent an email if you have configured email notifications in Configuration > Company Preferences > Data Import Settings.

For successful imports you will receive an email like this:

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For failed imports you will receive an email like this:

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These notifications will allow your IT team to be alerted to any issues with imports and they may take action to correct.

Bug Fix Notes

CAP-3984 - Invoice Export Scheduler - Unable to delete old schedules.

There was an issue that was preventing users from deleting expired invoice export schedules. This has now been rectified.

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