We use extensive departmental costing of our invoices. I discovered, by accident, that the invoice import function did not validate the department code at import, the department code being blank, when it should have had a legitimate code. The edit function accurately advised that the account did not exist, but I would prefer that the import fail on an omission of this magnitude. Is there something I can set in a profile or default that will cause this test to be applied ? I checked the company profile and it is set for departments but didn't know if there was some place else to check.

Advice and suggestions always appreciated...

Hello Sandra,

Are you importing an invoice batch into Adagio Receivables, entering your invoices into Adagio OrderEntry, doing you invoicing with Adagio Invoices or...?

Under File | Options make sure the Field Verification option is turned on.

That would be Payables.

Thanks, Andrew, for the suggestion. I set the field verification to "on" under File|Options. However, my subsequent test indicates that the invoice still imports sucessfully without verifying that field.

Is there anything else I can try ?

Sandra,

If the import (retrieve) failed when there was an account/department error, how would you correct the problem?

You cannot edit the G/L transactions coming from the subledger. The batch has to be retrieved into the General Ledger to allow editing.

It might be a suggestion to Softrak product development to have a company profile option in the subledgers to disallow invalid accounts/departments on invoice entry. This would have to be an option since some users do not integrate the GL and the subledgers.

Hi Ralph,

Thank you for joining the discussion. A bit of background...

Invoices are being set up for payment outside of Adagio using a database. The database creates a text file(in this example accidentally missing the department code) that we then import into Payables. Once we are in the Edit function for the Invoice, Payables does advise us of the invalid account. What I am trying to determine is a way of having the IMPORT function validate the G/L distribution and reject the invoice accordingly. This is all happening well before any retrieval by LEDGER. Hope this clarifies my challenge.

Hi Sandra,

Indeed when importing invoices, Field Verification and 'Verify before Import' does not prevent invalid GL accounts from being imported, though as you say, entry catches this. I have submitted this to our development team for investigation.

I am looking forward to hearing about the results of the investigation. In the meantime, we will be more diligent with the quality of our input.

Regards,

Sandra

Sandra,

Would it be possible for the validation to occur when the entry is made in the database program if the programmer who developed it had an export of the GL chart of accounts in a (regularly-updated) file?

You could export the fields required from Adagio Ledger whenever new accounts were added, likely in CSV format.

Hi Ralph Allan,

To follow on from that thought - using Adagio OLEDB the programm could load the entire chart of accounts for validation each time the external program was launched. Loading the chart wouldn't take more than a minute.

I don't see us validating the g/l distribution during the import, unless field verification was turned on. Even then - imported transactions are assumed to have some amount of validation previously performed.

Still, perhaps we can look at this the next time we are "mucking about" in import invoice in Adagio Payables.