This feature allows for the upload of supplier bills from an external system using a csv file.

The upload requires that data is presented in a standard csv file. Please note the following points carefully and take care to ensure that your file is properly formatted.

When using MS Excel to generate csv files you are advised to select the full area of the dataset and format the cells as "Text" before saving as a csv file. This will help to ensure that the file is consistently formatted.

• The order of the fields is not significant but the order of the data fields must match the order of the field names in the first line.
• Where a text field contains a comma the field should be quoted using double quotes.
• Numeric fields should NOT include comma formatting of thousands etc.
• Numeric fields may include a decimal point as appropriate.
• Negative amounts are not supported for any numeric fields in the bill upload.
• Date fields must contain 4 digit year and be in the following format: dd/MM/yyyy eg 25/1/2006 if no date format is provided in the import file.
• A date format pattern may be specified on each line of the import file if desired; define a field "date_format" and include a date pattern using the standard date patterns as specified for the java language SimpleDateFormat class.
• If the file is generated from a software package such as your accounting package or a spreadsheet you should review the file using a simple text editor before uploading it to ensure it is properly formatted.

Liberty Accounts reserves the right to charge for any support required following a failure to adhere to the guidelines in this specification.

The first line of the file should contain valid field names from the list below. Note the underscore character in place of spaces. It is not necessary to include every field in your upload file, just include those for which you have data or those which are indicated as required in the more detailed field definitions that follow. Note that where field data exceeds the maximum permitted size it will be truncated.

An bill import is treated as a batch and the user may reverse an import by deleting the batch from the batch history list. If any bill in a batch has been included in a VAT return or had a payment applied it is not possible to reverse the batch.

This field indicates whether the document represents an Bill or a Credit Note Received. The values must be either BIL or CNR. If the field is not present all documents are assumed to be bills.

This field should contain the bill number.

This field should contain a user defined code for the supplier from whom the bill was received. The code may be defined on the supplier record and allows users to cross-reference a supplier in Liberty Accounts with a code from an external system. During the import the default trading terms are picked up from the customer record and applied to the bill if no due date is supplied. If no customer match is found the bill is rejected from the import. N.B. The field must appear on each line but it is applied to the bill header.

This field should contain a user defined code for the branch to which you wish to analyse the bill. The code may be defined on the branch record and allows users to cross-reference a branch in Liberty Accounts with a code from an external system.

The default format for the date is: d/M/yyyy e.g. 25/1/2007
If an alternative date format is used the date_format pattern should be included in every line of the import file - see below.

If no tax_point_date is provided the bill_date value is used. The default format for the date is: d/M/yyyy e.g. 25/1/2007
If an alternative date format is used the date_format pattern should be included in every line of the import file - see below.

If no due_date is provided the date is calculated by applying the default terms for the supplier to the supplied bill_date value. If there are no default terms on the supplier record the bill is treated as due on receipt using the supplied bill_date value. The default format for the date is: d/M/yyyy e.g. 25/1/2007
If an alternative date format is used the date_format pattern should be included in every line of the import file - see below.

If using date formats different from the expected default a pattern must be supplied using the date format patterns as specified for Java SimpleDateFormat class.
d - day
M - month - NB Capital M for month (small m for minutes)
y - year

e.g.
ddMMyyyy - 25022007
d/M/yyyy e.g. 25/1/2007

Purchase order reference.

This field should contain a user defined code for the expense account to which you wish to analyse the bill. The code may be defined on the account record and allows users to cross-reference an account in Liberty Accounts with a code from an external system. If the code is not found on an account in the business chart of account the item will be rejected.

Numeric values must not include comma formatting.

Numeric values must not include comma formatting.

Must be a valid and Active Liberty Accounts VAT code. Current codes can be listed by running the report from menu option Reports--Lists--VAT Rates.

Numeric values must not include comma formatting.