Appendix > Appendix > Format Requirements for Importing Transactions > Accounts Payable File Format Requirements > External File Format Requirements for the AP Transaction Header
External File Format Requirements for the AP Transaction Header
The table below contains the external file format requirements for the AP Transaction Header.
Required fields are noted with an asterisk (*).
Field Order1
 
Field Description
Maximum Field Length2
 
Character Position (Fixed Length Format)3
 
Data Type
1
* Header Identifier (H)
1
1
Char-Caps
2
* Vendor Number4
 
50
2
Char-Caps
3
* Invoice Number
20
52
Char-Caps
4
Check Number5
 
20
72
Char-Caps
5
Description
50
92
Character
6
PO Number
20
142
Char-Caps
7
Address Line One
35
162
Character
8
Address Line Two
35
197
Character
9
Address Line Three
35
232
Character
10
Address Line Four
35
267
Character
11
Address Line Five
35
302
Character
12
Paid Out Flag
(1=Yes, 0=No)6
 
1
337
Numeric
13
Immediate Check Flag
(1=Yes, 0=No)5
 
1
338
Numeric
14
Electronic (EFT) Flag
(1=Yes, 0=No)5,7
 
1
339
Numeric
15
* Invoice Date8
 
10
340
Date
16
* Due Date
10
350
Date
17
* Discount Due Date
10
360
Date
18
Check Date
10
370
Date
19
* GL Date
10
380
Date
20
Discount Dollar/Percent Flag (0=Dollar, 1=Percentage)
1
390
Numeric
21
Discount Rate
17
391
Numeric
22
Bank Account Code
6
408
Char-Caps
23
GL Cash Account
50
414
Char-Caps
24
1099 Applicable Flag (0=False, 1=True)
1
464
Numeric
25
Unique Check Comments
50
465
Character
26
Unique Check Comments Flag (0=False, 1=True)
1
515
Numeric
 
* End of Record
2
516
 
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 The vendor number is not required if the paid out flag is set to Yes (1). Otherwise, the number is required.

5 The check number is not required at import, but is when you post.

6 A blank entry will be treated the same as “0” or No.

7 If AP is not integrated to BR, the Bank Account Code field in the import file will be the 3-character EFT Account Code.

8 If the Invoice Date is invalid, an error will be printed on the Import Error Report. If the Invoice Date is blank, it will be imported as is.

 
Published date: 12/03/2021