Appendix > Appendix > Format Requirements for the Import/Export Feature > Accounts Payable Format Requirements for Importing Data
Accounts Payable Format Requirements for Importing Data
Before you begin to import data, you need to make sure the text file is in the proper format and that all required fields have entries. If the external file is properly formatted, it will help eliminate the possibility of errors.
Required fields are noted with an asterisk (*).
Field Order1
 
Field Description
Maximum Length
Character Position (Fixed-Length Format)
Data Type
1
* Vendor Number
50
1
Char-Caps
2
* AP Code
6
51
Char-Caps
3
* Vendor Name
50
57
Character
4
Vendor Address Contact
35
107
Character
5
Vendor Address Line 1
35
142
Character
6
Vendor Address Line 2
35
177
Character
7
Vendor City
35
212
Character
8
Vendor State/Province
35
247
Char-Caps
9
Vendor Postal Code
35
282
Character
10
Vendor Country
35
317
Character
11
Vendor Phone Number 1
20
352
Character
12
Vendor Phone Number Ext. 1
5
372
Character
13
Vendor Phone Number 2
20
377
Character
14
Vendor Phone Number Ext. 2
5
397
Character
15
Vendor Phone Description
50
402
Character
16
Vendor Phone Contact
35
452
Character
17
Vendor Fax
20
487
Character
18
Email Contact
35
507
Character
19
Email Address
50
542
Character
20
Federal ID # (or SS # for 1099)
50
592
Character
21
Product Type
50
642
Character
22
* Due Date Control
1
692
 
23
* Discount Type
0 Days from Invoice Date
1 Days of the Month
2 Days Before End of Month
3 Days After End of Month
1
693
 
24
* Due Date Days
2
694
Character
25
* Discount Days
2
696
Character
26
* Discount Percentage
8
698
 
27
* Status
0=Active
1=Inactive
2=Temporary
1
706
 
28
* Remit To Vendor
1
707
 
29
Creation Date (Import date is used if field is blank)
10
708
Date
30
Default GL Expense Account
50
718
Numeric
31
Customer #
50
768
Numeric
32
1099 Flag
0=EIN
1=SSN
1
818
 
33
* Recurring Type Vendor Flag
0=No
1=Yes
1
819
 
34
* Vendor Posted Flag
0=No
1=Yes
1
820
 
35
2nd TIN
1
821
 
36
Internet Address
80
822
Character
37
* 1099 Pay Type (default is 5)
00 Non 1099 Payments
01 1099 1 - Rents
02 1099 2 - Royalties
03 1099 3 - Other Income
04 1099 4 - Federal Income Tax Withheld
05 1099 5 - Fishing Boat Proceeds
06 1099 6 - Medical/Health Payments
07 1099 7 - Non-Employee Compensation
08 1099 8 - Substitute Payments
09 1099 A - Crop Insurance Proceeds
10 1099 B - Excess Golden Parachute
11 1099 C - Gross Proceeds to Attorney
12 1099 D - Section 409A Deferrals
13 1099 E - Section 409A Income
2
902
 
38
* Federal Tax Withheld Last Year
16
904
 
39
* State Tax Withheld Last Year
16
920
 
40
* Use EFT for this vendor
0=No
1=Yes
1
936
 
41
EFT Bank Account Code
3
937
Character
42
EFT Client Bank Account Number2
 
17
940
Numeric
43
EFT Client Bank Routing Number2
 
9
957
Numeric
44
* EFT Account Type
0=Checking
1=Savings
1
966
 
45
* Print Customer Number on Checks
0=No
1=Yes
1
967
 
46
* 1099 Applicable Flag
0=No
1=Yes
1
968
 
47
* Print Customer Number on POs
0=No
1=Yes
1
969
 
48
UDF 1
6
970
Character
49
UDF 2
6
976
Character
50
UDF 3
10
982
Character
51
UDF 4
10
992
Character
52
UDF 5
10
1002
Date
53
UDF 6
10
1012
Date
54
* UDF 7
17
1022
Numeric
55
* UDF 8
17
1039
Numeric
56
UDF 9
50
1056
Character
57
UDF 10
50
1106
Character
58
Balance Forward3
 
17
1156
Character

1 This number is for reference purposes only and will not appear in the actual text file.

2 This field will only import or export information if the Import And Export Bank Information check box is selected in Module Preferences.

3 This field is only used if balance forwards are included in the file.

 
Published date: 06/04/2021