AP Payment Export utility

By | March 11, 2022

The Payment Entry screen allows you to enter invoices while simultaneously entering payments for existing vendors or one-time vendors then this is known as a “cash Invoice”. To enter an invoice when adding a payment, you must select Misc. Payment as the transaction type. Accounts Payable then displays a detailed transaction where you can enter general ledger account distribution for the payment, just as you would add an invoice using the invoice entry screen.

Distributions will debit the general ledger accounts you specify and credit the bank account you selected for the batch. When you post the miscellaneous payment, Accounts Payable creates an invoice transaction and a payment transaction. The transactions are summarized in the same posting journal.

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In this blog, we are going to discuss AP Payments Export utility, which allows users to use this utility to export AP invoice and payment entry detail data and export the data in text format.
Please refer below screenshot of the user interfaces for the “AP Payment Export Utility”.

AP Payment Export UI


As you can see in the screenshot above, there is a process button and a close button. When the user clicks the “Process” button, the data is exported in text format and the same batch and Entry number is stored in the custom table, so they are not repeated when the user clicks the “Process” button again. The export data only considers the posted batch of invoices and payments Entry.

The same export file is saved in the local path and also on the FTP server, and the file name is
Sage_Payments_ddMMyyyyHHmmssfff.txt. When exporting data, if the file contains the file name Processed, the file is removed from the local path.

If there is an error while exporting the file, the email will be sent to the user with the log file attached to the email to let the user know that there was an error exporting the file and the file was not saved.

Below is the Text-based generated output of the “AP Payment” report: –

AP Payment Report


This report includes following fields from AP Invoice and Payment Entry and can be modified according to your requirement.

  • Pearl Id
  • DOCID
  • VENDORID
  • Billed Amount (INR)
  • Mode
  • % TDS
  • TDS
  • Other Deduction
  • Amount Due net of TDS INR
  • Payment Date
  • Advance Payment

In this way user can easily fetch the required Invoice and Payment Entry data which serves the purpose of this utility.

Note: This utility can be used for manual process or can be add to scheduler.

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