Appendix > Appendix > Format Requirements for Importing Transactions > Accounts Payable File Format Requirements > External File Format Requirements for the AP Transaction Detail
External File Format Requirements for the AP Transaction Detail
The table below contains the external file format requirements for the AP Transaction Detail.
Required fields are noted with an asterisk (*).
Field Order1
 
Field Description
Maximum Field Length2
 
Character Position (Fixed Length Format)3
 
Data Type
27
* Detail Identifier (D)
1
1
Char-Caps
28
* Line Type
01 Direct Expense
02 Prepaid Expense
03 Future Liability
04 Inventory
05 Landing
07 Allocation
17 Allocation Adjustment
2
2
Numeric
29
Description/Stock/Allocation4
 
50
4
Char-Caps
30
Expense Account5
 
50
54
Char-Caps
31
Prepaid Account6
 
50
104
Char-Caps
32
Discount Flag
(1=Yes, 0=No)7
 
1
154
Numeric
33
Discount Amount
16
155
Numeric
34
Serialized Inv Flag
(0=False, 1=True)6
 
1
171
Numeric
35
* Serial Number (required for serialized inventory only)
50
172
Char-Caps
36
* Expense Date
10
222
Date
37
Quantity8
 
15
232
Numeric
38
Cost Per Unit
14
247
Numeric
39
Cost Per Unit Percent
8
261
Numeric
40
1099 Type
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
2
269
Numeric
41
* Inventory Location (MLI Only)
50
271
Char-Caps
 
* End of Record (EOR)
2
321
 

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

2 If the file format is tab or semi-colon delimited, any characters over the specified length will be cut off at the length limit. If the file format is fixed length (column position) each field must be the exact length shown in the Maximum Field Length column. It cannot be longer or shorter.

3 If the field doesn’t start in the character position specified, it will create an error and potentially prohibit the transaction from being imported.

4 This field is required for line types 4, 7, and 17. Otherwise, the information is optional.

5 This is required for line types 1, 2, and 3. Otherwise, the information is optional.

6 This number is required for line type 2. Otherwise, the information is optional.

7 A blank entry in this field will be treated the same as a “0” (No).

8 If you’re importing line type 7 or 17 (Allocations), this field must be 0 or blank. If you’re importing an Immediate transaction type, an amount is required.

 
 
 
 
 
Published date: 06/04/2021