Running the AP Export Wizard

Once a user has created and updated the necessary records for a particular transaction source (for example, refund payments or product cost detail records) a member of the Accounting department opens or creates a view of the specified service and runs the AP Export wizard to generate the file(s) that can be exported to the third-party Accounts Payable (AP) system.

For integration with Microsoft Dynamics GP (Great Plains), which is included with Aptify, the AP Export wizard creates two export files based on a view: a Vendors file that contains the details of the payees (such as name and address) and a Transactions file that contains the amount of each refund/cost and the corresponding record ID.

The steps to run the wizard are broken down by interface:

• Web Interface
• Desktop Client

Web Interface

1. Create or open a view of the service that contains records that need to be processed in the AP system.
   • For refund processing, create or open a view of the Payments service that contains one or more Refund Voucher payments.
   • For product cost tracking, create or open a view of the Product Cost Details service.
      
2. In the view, click the More drop-down list box, and select the AP Export Wizard option to launch the wizard. 
   
   
3. Review the information on the Welcome screen and click Next to continue.
   • If your organization has more than one active AP System, select the AP system that will process the records from the drop-down list and click Next to continue.
     • If your organization has only one active AP System, this screen will not appear; continue to the next step.
     • Each AP System supported by your Aptify installation should have its own AP Systems record. This service can be found in the Accounting application by default. 
       
       
4. Review the list of transactions that will be included in the export and click Next to continue.
   • The transactions displayed in the view that have already been included in a previous export run appear on the Exceptions tab.
   • Note that if the AP Export wizard is launched from the Payments service, and there are payments displayed in the view that are not Refund Voucher payments, these types of payments do not appear on either tab and are not included in the export run. 
     
     
   • Once you click Next, the data is exported and the .csv files are downloaded to the folder specified in the browser.
     
     
     
     
5. Click Finish to close the wizard.
   • During the export process, the wizard creates an AP Export Runs record, and vendor and transaction files in the specified location.
   • See About the Accounting Periods Form for information on the AP Export Runs record.
   • A member of the accounting department imports the Aptify-generated files into the AP system.
     • The files generated for import into Microsoft Dynamics GP present the refund/cost data as comma separated values (CSV) in the following format:
       • Transactions File (transactions_[AP Export Run ID].csv): 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.

       • Vendor File (vendors_[AP Export Run ID].csv): GP Vendor ID, Name of Payee, Address Line 1, Address Line 2, City, State, Zip Code, County, Phone Number, Company ID, Person ID.

         Note to Administrators Concerning APVendorID

         The Persons and Companies entities in Aptify both include an APVendorID field to store the ID assigned to that Person or Company in the AP System. By default, this field does not appear on either the Persons or Companies form. This field is typically populated automatically by the AP Import wizard when importing a file from the AP System (the file generated by the AP System for import within Aptify should include the APVendorID). 

         Note to Administrators Concerning Transaction ID

         If integrating with Microsoft® Dynamics GP (Great Plains®), to differentiate between transaction sources, when a file is exported from or imported into Aptify, the field that specifies the transaction ID should also include the AP Transaction Sources ID and should be formatted as follows:

         AP Transaction Sources ID_Transaction ID (for example, 1_Payment ID) 

Desktop Client

1. Create or open a view of the service that contains records that need to be process in the AP system.
   • For refund processing, create or open a view of the Payments service that contains one or more Refund Voucher payments.
   • For product cost tracking, create or open a view of the Product Cost Details service.
2. Click the AP Export Wizard icon in the view toolbar to launch the wizard. 
   
   
    
3. Review the information on the Welcome screen and click Next to continue.
   • If your organization has more than one active AP System, select the AP system that will process the records from the drop-down list and click Next to continue.
     • If your organization has only one active AP System, this screen will not appear; continue to the next step.
     • Each AP System supported by your Aptify installation should have its own AP Systems record. This service can be found in the Accounting application by default. 
       
       
       
       
4. Review the list of transactions that will be included in the export and click Next to continue.
   • The transactions displayed in the view that have already been included in a previous export run appear on the Exceptions tab.
   • Note that if the AP Export wizard is launched from the Payments service, and there are payments displayed in the view that are not Refund Voucher payments, these types of payments do not appear on either tab and are not included in the export run. 
     
     
     
     
5. Specify the location for the export files in the Export File Path field.
   • Click the ellipsis (...) button to browse to the desired network location.
   • The wizard automatically populates this field with the Default Export File Path, as specified in the AP Systems record.
   • Note that this screen does not appear if the AP Systems record does not have the Allow Export Path Override option selected.
     
     
6. Click Next to continue.
   • Enter any additional information about the export and click Finish to create the export files.
     • The comments entered on this screen appear on the AP Export Runs record's Comments tab. 
       
       
7. Click OK when prompted that the export operation is complete.
   • During the export process, the wizard creates an AP Export Runs record, and vendor and transaction files in the specified location.
   • See About the Accounting Periods Form for information on the AP Export Runs record.
   • A member of the accounting department imports the Aptify-generated files into the AP system.
     • The files generated for import into Microsoft Dynamics GP present the refund/cost data as comma separated values (CSV) in the following format:
       • Transactions File (transactions_[AP Export Run ID].csv): 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.

       • Vendor File (vendors_[AP Export Run ID].csv): GP Vendor ID, Name of Payee, Address Line 1, Address Line 2, City, State, Zip Code, County, Phone Number, Company ID, Person ID.

         Note to Administrators Concerning APVendorID

         The Persons and Companies entities in Aptify both include an APVendorID field to store the ID assigned to that Person or Company in the AP System. By default, this field does not appear on either the Persons or Companies form. This field is typically populated automatically by the AP Import wizard when importing a file from the AP System (the file generated by the AP System for import within Aptify should include the APVendorID). 

         Note to Administrators Concerning Transaction ID

         If integrating with Microsoft® Dynamics GP (Great Plains®), to differentiate between transaction sources, when a file is exported from or imported into Aptify, the field that specifies the transaction ID should also include the AP Transaction Sources ID and should be formatted as follows:

         AP Transaction Sources ID_Transaction ID (for example, 1_Payment ID)