Bill Upload

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

Date Restriction

If any transaction has a date in a closed year or is dated earlier than a transaction lock date, that particular item will NOT be uploaded. All validly dated transactions are uploaded.


Technical Specifications

File Format

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.

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

Reversing Imports

A 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.

Field Names

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. Required fields are indicated with required.

document_type (text: max 3 characters) - Optional

This field indicates whether the document represents an Bill or a Credit Note Received. The values must be either BIL or CNR. If no value is provided the document defaults to BIL.

bill_number or bill_reference or reference (text: max 20 characters) - Required

This field should contain the bill reference from the supplier document.

supplier_code (text: max 20 characters) - Required

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.

header_memo (text: max 200 characters)

This field can be used for longer descriptive text. This field must be quoted with double quotes if it contains any commas. Do not use double quotes in this text data.

branch_code (or fund_code for Not-for_Profits) (text: max 20 characters)

This field should contain a user defined code for the branch or fund to which you wish to analyse the bill. The code may be defined on the branch/fund record and allows users to cross-reference a branch/fund in Liberty Accounts when importing data.

activity_code (text: max 20 characters)

This field should contain a user defined code for the activity to which you wish to analyse the bill. The code may be defined on the activity record and allows users to cross-reference an activity in Liberty Accounts when importing data.

bill_date (date formatted text) - Required

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.

tax_point_date (date formatted text)

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.

due_date (date formatted text)

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.

date_format (text: no max specified)

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 - N.B. Capital M for month (small m for minutes)
y - year

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

po_reference (text: max 25 characters)

Purchase order reference.

expense_account_code (text: max 20 characters) - Required

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.

A cross reference code is set on the account maintenance record.

Accounts - Expenses - Action Box - Configure the relevant account to add a cross reference code

Use the Cross References tab and enter a suitable code in the Import Cross Reference field.

item_description (text: max 200 characters)

Line item description - Stored in line item memo field. This field must be quoted with double quotes if it contains any commas. Do not use double quotes in this text data.

customer_code (text: max 20 characters)

This field may contain a user defined code for the customer with whom the expense line should be associated where expenses are recharged to customers. The code is defined on the customer record and allows users to cross-reference a customer in Liberty Accounts with a code from an external system.

net_amount (numeric) - Required Field for businesses tracking VAT

Numeric values must not include comma formatting.

vat_amount (numeric)

Numeric values must not include comma formatting.

vat_code (text: max 2 characters) - Required Field for businesses tracking VAT

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.

gross_amount (numeric) - Required Field for businesses NOT tracking VAT

Numeric values must not include comma formatting.

line_item_branch_code (or line_item_fund_code for Not-for-Profits) (text: max 20 characters)

This field may contain a user defined code for the branch or fund to which you wish to analyse a line item on the bill. The value overrides any value set on the header by specifying a value for branch_code / fund_code. If you want to inherit the value on the header simply leave the csv field empty. The code may be defined on the branch/fund record and allows users to cross-reference a branch/fund in Liberty Accounts when importing data.

line_item_activity_code (text: max 20 characters)

This field may contain a user defined code for the activity to which you wish to analyse a line item on the bill. The value overrides any value set on the header by specifying a value for activity_code. If you want to inherit the value on the header simply leave the csv field empty. The code may be defined on the activity record and allows users to cross-reference an activity in Liberty Accounts when importing data.


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