Hello,

Once or twice a year we are required to pay taxes to 250 to 300 cities. We do the following:

1. Create a excel spreadsheet with the required data.
Header Vendor code Document Doc Type GL Acct GL Dept Amount
H 338 ALTAX10-051 D 8721 21ZFAL 82.71
2. Import and post this to an AP Batch.
3. From Ledger pull the batch in.
4. Before posting while reviewing the batch listings notice all the items in the batch imported from the excel spreadsheet show they are in the period 99 AP-IN 08/02/27

We have no idea how this happened. We have installed the newest AP upgrade in the middle of January. I've checked the import fields and wondering if we need to add the Hrd Due Date field to our template or is something else going on?

Thanks


Jeffrey Marshall
Support Technician, Information Technology
604.891.6698 Direct
Email: jmarshall@commonw.com

Commonwealth Insurance Company
1500- 595 Burrard Street,
Vancouver, BC Canada
V7X 1G4
604.683.5511 (Main)
604.683.8968 (Fax)

Hi Jeffrey:

Period 99 means that Ledger looked at the transaction date during the Retrieval process and found that it didn't correspond to any periods in the fiscal year(s).

In your example, you said "08/02/27". yy/mm/dd format?. Is that what you meant? If so, is that fiscal year open in your dataset?

Adding the Due Date won't help. But making certain that the dates are in the same format in both the Import template and in the Excel file is critical. It's also useful to use 4 digit years in both place for clarity.

Hi Bruce,

Yes the date it posted these batchs were yy/mm/dd format. The excel spreadsheet does not contain any date reference other than the invoice number that we add the current year too, ie ALTAX10-051, 10 being this year.

I think I found it, in the import template under defalt field is the header "Transaction Date" it is set to 02/17.2008 in the default value field. I'll need to add this change in our instructions.

Thanks for your help.

Jeffrey

Hi Jeffrey:

Defaulting the date can be useful. It side-steps issues about date formats and ensures that all transactions have the same date. The major problem is that, as you discovered, the option is on a separate tab and can easily be overlooked when you are about to import!