Batch Payment (VDP)

If you have an existing data of Payment and you want entry to the Localizebook system you can use the Batch Payment function.

Go to Batch Payment (VDP) transaction into system:

1. Go to the Accounting menu.
2. Click on Batch Transaction.
3. Choose Transaction Type “Payment (VDP)”
4. Click on the Click this link to download the working template.

Fill in the information for each function and save your excel file:

1. VENDOR: The name of the Vendor. Must exactly match a Vendor name already in the system.
2. DATE: The date of the bill. Format: MM/DD/YYYY.
3. PAYMENT_METHOD: The method of payment to be used (e.g., Cheque, Bank Transfer, Cash).
4. BRANCH_CODE: The branch code for this expense line for internal tracking.
5. CLASS No: The class for this expense line for internal tracking.
6. ACCOUNT_CODE: The expense account number from your Char
7. NUMBER: The vendor's original invoice or bill number.
8. CHEQUE_TO: If paying by cheque, the name of the payee. Defaults to the Vendor name if blank.
9. CHEQUE_NO: If paying by cheque, enter the cheque number.
10. REFERENCE: An internal reference number for your own tracking purposes.
11. MEMO No: A description for this specific expense line. This will appear on reports.
12. EXCHANGE_RATE: If the bill is in a foreign currency, enter the exchange rate.
13. DISCOUNT_ACCOUNT_CODE: If a discount is applied, specify the account code for that discount.
14. TRAN_NUMBER: A unique identifier you create for this bill. All rows for the same bill must have the same TRAN_NUMBER.
15. DISCOUNT_AMOUNT: The value of any discount applied to this line.
16. PAYMENT_AMOUNT: The amount for this specific expense line. Do not fill this if the row is for an "Other Charge".
17. MEMO_OTHER_CHARGE: A description for the "Other Charge" (e.g., Shipping, Handling Fee).
18. AMOUNT_OTHER_CHARGE: The amount of the "Other Charge". Do not fill this if the row is for an "Expense Line".
19. ACCOUNT_CODE_OTHER_CHARGE: The account from your Chart of Accounts for this "Other Charge".
20. VAT_OTHER_CHARGE: VAT code or amount related to the "Other Charge".
21. WHT_OTHER_CHARGE: Withholding Tax code or amount related to the "Other Charge".
22. GROSS_NET_OTHER_CHARGE: Indicates if the "Other Charge" amount is Gross or Net of tax.
23. CUSTOMER_PROJECT_OTHER_CHARGE: If the charge is billable to a customer, specify the customer or project.
24. BRANCH_CODE_OTHER_CHARGE: The branch code for this "Other Charge".
25. CLASS_OTHER_CHARGE: The class for this "Other Charge".

After filling all the information please back to the system:

1. Click on Browse File and select the template with payment data. If data is loaded, you are ready to import. But if there is any error, messages will be shown.
2. Click on Import to take all your payment data into Localize.