Spectra AvidXChange Module
Through integration with Avidxchange, you have the ability to easily import and export payable information between the two software products. This is an addition module that requires licensing. If you wish to purchase the Avidxchange Module, contact your Sales Account Manager.
The integration is basically a file import/export to pass the information between the Avidxchange and SPECTRA (Release 7.3.2 or later). Avidxchange will supply you with a file that contains your accounts payable invoices that have been approved and you can import these invoices into your Spectra data. When doing a check run a file will be created that you send to Avidxchange to process the checks for the selected invoices.
System Tasks- Spectra Utilities – Configuration File Extras, Create a file folder where you will be storing your Avidxchange exported pay files. Enter the file folder name in the field on the configuration file Extras.
Add the Supplier Vendor ID to the Supplier / Accounting screen:
The Supplier Vendor ID is a 10 character alpha-numeric field which must match the VendorID on the incoming .csv file exactly.
For a listing of all Suppliers and their Vendor IDs use one of the following;
A) Supplier – Select a Report – Supplier Master Listing or
B) The Vendor ID has been added as a Supplier’s selection criteria in the Database Listing program so that you can print a listing of suppliers and their Vendor ID’s in either Word or Excel or you may also select "VendorID" as a merge field to export from the Database Listing.
Go to Find –Banks and find a bank. Go to the ‘Avidxchange AvidPay’ button. Fill out all the information:
The Payer is the company that is issuing payment.
The Payer Unique ID, Payer Name, Payer Address line 1and Payer City/State/Zip are the required fields.
You will also need to provide Avidxchange with the Spectra Bank Id shown in the right hand corner so take note of this number.
Please Note – If this tab is not filled out and any Accounts Payable invoices are selected for check printing that use this bank the items will not be included in the AvidPay file.
After entering all the Vendor ID’s on your suppliers you can create an export file of your vendors to be imported to Avidxchange. Enter a date range and click the Process button, then a dialog box will open and ask for a file name. The file name defaults to "AvidPaySupplierExport" with the date. All suppliers that have been created or modified during the date range are exported.
Go to Supplier – Invoices – Supplier Invoices Batch Entry. Click on the "Import A/P Invoice Batch" button to import your batch of invoices.
Find the .csv file and double click on the file to open it:
While the import is processing, the Windows circle will let you know that some is processing. Wait. An onscreen message will indicate when the import is complete.
When the file has been successfully imported, you may click on the Details button – List - to view or edit any of the imported invoices.
The file to be imported will be a .csv file showing the following fields separated by double quotations:
If any fields are missing, you must use NotePad to edit the .csv file.
Excel cannot be used because it does not maintain all of the double quotations.
Use the normal procedure to select invoices to pay.
1. In ‘Print checks’ you must preview or print your checks in order for the ‘Post’ button to be enabled.
2. Then you must ‘Post’ your checks in order for the ‘Create Avidxchange Export’ button to become enabled.
3. Then Click the ‘Create Avidxchange Export’, a dialog box will open and ask for a file name. The file name defaults to AvidPayPayment export with the date.
Please Note – If the ‘Avidxchange AvidPay’ tab on the bank has not been filled out, checks for that bank(s) will not be included in the AvidPay file.
Only checks from the ‘Print Checks’ process are sent to Avidxchange, any handwritten checks Entered in Spectra are not sent to Avidxchange.