The Accounts Payable (AP) Export wizard automatically creates AP Export Runs record to store information about a data exported to an organization Accounts Payable system. See How Aptify Integrates with Accounts Payable Systems to Track Product Costs for details.

Attachments Tab

The Attachments tab lists any files relevant to the AP Export Runs record. The Vendor and Transaction files are automatically attached for tracking purposes.

Comments Tab

This tab stores any additional information concerning the export. If the user entered comments when running the AP Export wizard, these comments appear on this tab.

General Tab

AP System

Specifies the Accounts Payable system for which the export data is formatted. For example, if an organization uses Microsoft Great Plains as its Accounts Payable system, a user would select the Great Plains A/P System option when exporting data to a file. (This assumes that Aptify has more than one active AP System. If only one AP System exists in Aptify, then the wizard uses that AP System without prompting the user to select one.) The wizard then uses the appropriate layout for the specified system to format the export data. This field links to a record in the AP Systems service.

Date Exported

This field displays the date and time when the data was exported to the specified files.

Status

This field reports the status of the export operation. The available options are In-Progress, Completed, Completed with Exceptions, and Failed.

Description

A description of the export run. By default, the wizard inserts "Export Run by Aptify AP Engine - [Export Date]" into this field.

Total # Records

The number of records processed in this export run.

Total Amount

The total amount processed in this export run.

Vendor File Exported To

The name and location of the Vendor file the wizard created for export into the Accounts Payable system. This file contains information about the refund/expense recipients.

For the Great Plains A/P System, the Vendors export data is a comma separated values (CSV) file with the following format: GP Vendor ID, Name of Payee, Address Line 1, Address Line 2, City, State, Zip Code, County, Phone Number, Company ID, Person ID. The format for the vendor file name is vendors_[AP Export Run ID].csv.

Transaction File Exported To

The name and location of the Transaction file the wizard created for export into the Accounts Payable system. This file contains the refund/expense payment data.

For the Great Plains A/P System, the Transactions export data is a comma separated values (CSV) file with the following format: GP Vendor ID, Amount, AP Transaction Source ID_Transaction ID, Company ID, Person ID, Description (Payment/Refund Reason), GL Sales Account Previously Used, Export Date, AP Export Run ID. The format for the vendor file name is transactions_[AP Export Run ID].csv.

AP Transaction Source

The transaction source in Aptify where the data is being exported from.