INVOICE APPROVAL > Utility > Data interfaces> Export approved invoices > Standard format > Export
To avoid duplicate data entry, once Invoices are approved in SpendMap, they can be exported to your Accounts Payable System for processing (e.g. to cut checks for the suppliers, post to your G/L, etc.).
This utility supports both "direct integration" with popular Accounting/Financial/ERP systems, as well as "batch file" exports. You can select your integration preference in A/P Interface Settings. For more details, see Direct vs. Batch File Integration.
Alternatively, if you want to use SpendMap as an invoice approval mechanism but still prefer to key invoices manually into your A/P system, the A/P Interface is also available in report format (i.e. to produce a hard copy report of approved invoices, rather than transferring the invoices electronically). You can select your preference in A/P Interface Settings.
In all cases, the export will only include new invoices (i.e. invoices that have not yet been transferred), so you do not have to worry about duplicate transactions as you would if you were simply exporting transactions by date range. As invoices are entered into SpendMap, they are stored in a separate holding file where they remain until the interface takes place. At that point, the invoice transactions that were successfully exported will be “marked as sent” to ensure that they are not sent again.
Invoices that are "on hold" will not be included in the interface. These include Invoices in your various Invoice Work Areas, invoices still in the approval process, and invoices for Purchase Orders that are on hold with the Hold/Release Invoices for a PO Utility.
Exporting approved Expense Reimbursement transactions
Related settings and utilities
Noteworthy Questions & Options
•Depending on how you have configured the interface, each time you run this utility, SpendMap will either 1) push new invoice transactions directly into your A/P System, or 2) create an interface file, to be imported into the other system as a separate step, or 3) print a hard copy report listing new invoice transactions, or 4) a combination of these (e.g. create a file and report). Therefore, the prompts that are displayed will differ accordingly.
| If you print the report, items in bold represent canceled transactions. |
| If you create an interface file, it will be called AP-TRAN.TXT/CSV and can be viewed using Saved Reports and Files. Once the invoice transactions are successfully imported into your A/P system, this file must be deleted or renamed in order for SpendMap to send the next batch of invoices. That is, the removal of this file signals to SpendMap that the last batch was transferred successfully and the other system is ready for the next batch of (new) invoices. Each time you create a new interface file, SpendMap will make backup copies in the /BACKUP folder on the server in case you need them for future reference. |
•If you are using an interface file or report (as opposed to the "direct integration"), you will be asked if the previous transfer was successful. If you select [YES], transactions from the previous transfer will be “marked as sent” to ensure that they are not sent again. If you select [NO], transactions from the previous transfer will be sent again (in addition to any new transactions there were processed since the last transfer). This gives you an opportunity resend old transactions in the event that the last transfer file was lost, damaged, etc.
