To import Invoices from your Suppliers, you will need to set an Import Configuration. You can select from the list of pre-set imports or create a custom one.
To create a Custom Invoice Import:
1. Click
Invoice (Main Menu
Toolbar).
2. Select
Invoice Import (Invoice Toolbar).
3. Choose
Import Config (Invoice Import Toolbar).
4. Double-click the Supplier you wish to open the configuration wizard for.
5. Choose to either add a New Invoice Specification or select a Pre-Set one from the drop-down list.
6. Enter the details as below.
7. Click
Save .
Field |
Details |
New Import Configuration |
Select a Pre-Set configuration from the list. If you need a new custom configuration, Select New/Edit. |
Invoice File Location |
This is the Location that Optimum Control will save the downloaded Invoice files to. This will also be the Default To Location when Importing to the Invoice Import window. |
FTP URL (if supplier is using) |
This is the FTP Site that the Invoice files are stored on. This would be provided by your Supplier’s Information Technology (IT) or EDI department. |
Click to Test your connection with the credentials you entered. If there is no connection, either the credentials are wrong or there is a firewall preventing the connection. | |
Username |
FTP Account user name provided by the Supplier. |
Password |
FTP Passwords as provided by the Supplier. |
UOM (Units of Measure) Alias
|
You may want to link the UOM that a Supplier will use to specific UOM in your database (e.g. Supplier unit “CA” = Optimum Control unit “Case”). NOTE: There may be only a few units you need to define as Alias. For the most part Optimum Control will consider any unknown UOM as the ‘purchase unit’ unless there is an Alias defined. |
Expense Codes When detailing an invoice, you will decide on ‘expensing’ some costs to a general expense account. These codes and accounts will be stored so that each time the expense occurs in a downloaded invoice it automatically codes to that account. |
Click to View Saved item numbers or to delete the link for the item number to expense codes. Click New to add a new item number and expense code or Delete to remove. |