Export A/P Invoices

Back Office Menu -> Daily Close Menu -> Daily Close 3 -> Export A/P Invoices

System Maintenance Menu -> Configure System Settings -> Automatic Job Scheduling -> Function XMLEXP4A -> runs Export A/P Invoices

This utility can be used to re-create the XML export A/P invoice file, if the parser has failed or the XML files were deleted.
This utility can also be used to directly generate a new XML export data file for a range of A/P invoices.
A record is written for A/P Invoice exports to the View Application Log.

Refer to Company Daily Close Parameters for the directory and parser setup used by the XML Export process with the option to email the resulting XML files to the operator currently signed in.
The feature to automatically capture and export A/P invoices by XML transactions in Daily Close 3, can be activated in the Company Daily Close Parameters.

The ability to automatically capture and export the A/P invoice information can be setup to run automatically using Automatic Job Scheduling.
When this automatic scheduled export process is activated, then the A/P invoice file export is NOT triggered by the Daily Close posting process as well.

The prompts in this Export A/P invoice utility are:

XML TRANSACTION#

Recreate XML Export file:
To reproduce an XML file from an existing XML transaction, select the XML transaction from the Select XML Transaction# window.
If an XML transaction number is selected the other filters for this utility do not apply.

Export New XML file:
Leave the XML Transaction# field blank, to export a new XML data file for a batch of A/P invoices, using the selection filters in this utility.

FROM VENDOR#

Enter the starting vendor number for the selection range, or select one from the Vendor Search the window.

TO VENDOR#

Enter the ending vendor number for the selection range, or search for it in the window.

FROM POSTING DATE

Accept the default date or enter a starting posting date for the range of invoices.

TO POSTING DATE

Accept the default date or enter an ending posting date for the range of invoices.

ONLY INVOICES NOT EXPORTED

Uncheck this box to include all A/P invoices for the selected vendors in the selected date range and to export the data to an XML file type APAP.

Note: Because this export file may include A/P invoices that have already been exported and have already been assigned an XML transaction number, no change is made to the contents of existing XML transactions when this new composite XML file is created.
Instead this new XML file will use the naming convention TRS_APAP_yyyymmdd_hhmmss.xml where TRS represents the 3 digit company code, APAP (Accounts Payable) is the data type, yyyymmdd is the date, and hhmmss is the time of creation.

Check this box to select only A/P invoices that are NOT already included in a saved XML transaction record.
The option is then provided to stamp the invoices in this file with an XML transaction# now.

ASSIGN XML TRANSACTION#

This field is only enabled if Only Invoices Not Exported has been selected.

Check this box to create an XML transaction for future use, identifying this batch of A/P invoices as included in this trx file.
The XML file naming convention for invoices is TRS_APAP_00000000000000000334.xml where TRS represents your 3 digit company code, APAP (Accounts Payable) is the data type, and 00000000000000000334 is the sequential XML transaction number.

Uncheck this box to generate a one time XML export file identified by date/time in its name, but leaving the A/P invoices unstamped by any XML transaction number.

Finished?

Click ACCEPT to proceed or CANCEL to abort the export.