Receipt Import
The receipt import process has a simple configuration setup. We recommend creating a specific Fee Earner record to attach to the transactions that are uploaded using the import function. A new SUPS Setting has been created to allow you to store the ID of the Fee Earner record.
Spreadsheet configuration
Download the APS_PM_Receipt_Import Excel spreadsheet.
The spreadsheet contains Visual Basic Macros. You will need to edit 2 settings to supply the details of our server and database name.
Upon opening the spreadsheet, to access the VB Controls, select Alt + F11. The control window with the below screen:
📌Note: You may need to discuss these settings with your IT staff.
Edit the value for gDataSource to be the name of your SQL Server.
Edit the value for gCatalog to be the name of your database. In most instances this should be APS_DSQL.
For the connection settings, we recommend leaving this as a Trusted Connection. If there are connection issues when trying to import data, please discuss with your IT to confirm your connection configuration.
The spreadsheet requires 3 core pieces of data:
Date
Invoice No
Amount
The below screenshot shows the options available within the spreadsheet:
The buttons on the spreadsheet perform the following tasks:
Reset Data: This clears any information already stored in the spreadsheet.
Validate Data: This links to your APS database and validates the 3 core pieces of information. For additional validation fields, please refer to the sub section below called Additional Validation Fields.
Save and Continue: This allows you to save your data entry prior to importing.
Save and Import: This will import the records into the APS Database.
Additional Validation Fields
Additional data that can be entered to assist the validation process includes:
External Reference
Debtor ID
Debtor SortName
Entity ID
Entity Name
Validation
Once you have completed the data entry, click the Validate button. This will verify the entered and confirm if accurate. If a Warning message is given, you can still process to import. Any Errors will need to be corrected.
Import
Once you're happy with the data simple click the save and import button. You'll notice that the import date field populates and also the ID of the imported transaction shows. This is the ID from our holding table, not the actual receipt ID.
Refer to the below video for further information: