Export Purchase Orders to AP

This option will create an import file for Accounts Payable. An import file will be created with the name of AP yyyy.mm.dd.batch#if for QuickBooks and yyyy.mm.dd batch#.Ap.csv for comma-delimited. The file will be stored in the export directory defined under Program Menu>Configurations>Account Numbers.

In order to export, you must have the invoice Number and Payment Method selected in the invoice. This is located in the upper right corner of the purchase order.

Next, you will click apply and ok in the bottom right corner of the purchase order. This will move the purchase order to the AP Export tab in the display menu.

From the display screen, select Options> Export to AP.

Once selected, you will have the option to choose the Format and Store location to report. Selecting the preview button will allow you to view the purchase order prior to exporting to make sure you are exporting the correct ones.

**Note: You must have an invoice number and payment method set on the closed purchase order in order to export.

Beginning Date -  This is the beginning Purchase Order date to include in the export.

Ending Date -  This is the ending Purchase Order date to include in the export.

Export Format- This is the desired format to export.

Only include PO's with Invoice Numbers- With this checked, only PO's that have an invoice number defined will be included in the export.

Store to Report - If a particular store is chosen, the only PO written at that store will be included in the export.

Printer -  This allows you to define what printer the Export Preview will print to.

Preview-  This button will display a preview of all the PO's that will export.

Export -  This button will actually create the export file.

AP Queue - This option is only available for Elite users, who have fully integrated their accounting software with POR. Purchase orders will not export the PO's automatically but will sit in this queue until manually exported.

  * Note: You must set the "Post to AP" option to true for any payment methods that you want to export to Accounts Payable. That setting is set under Program Menu>Configurations>PO Payment Methods

Please Note:  When the Invoice is imported into your Accounting Software the only thing that will be displayed is the Customer name and the items that are on the Invoice for paying.  When the check gets generated out of Accounting Software it will pull the information from the vendor file of Accounting Software, ie:  Name, Address, etc.

AP file with the error?

This usually means there is something not set with the term "Accounts Payable" in QB. The "terms" in a vendor record can cause problems like this. QB creates a copy of the file that did not import with a long number at the end of it that localizes the error. That is often helpful in getting to the source of the problem. This is true on GL imports as well.