Setting Import Configurations

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.