NZOUG Conference 2008
Just how do you get invoices
loaded into Payables using
Microsoft Excel?
EW Interfacing Requirements
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Accurate and easy to use
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Ability to handle multiple layouts
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Full validation of data
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Flexible
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Quick to install
Options - Custom Built Interface
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Should be easy to use
Multiple layouts from different suppliers
difficult to design for, as not known at the
time.
Full validation of data would need to be built
Requires significant development and
testing resource to allow for all invoice
scenarios
Design and build would be a medium sized
project and expensive
Options – Payables Invoice Gateway
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Not able to electronically import data. Must
enter the data into the Oracle Gateway
forms
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Has validation after data entry
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Already available and free
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No significant time saving or accuracy
advantage
Options – More4Apps Spreadsheet
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Already built and widely used
Full validation on demand and forms to
assist with data entry if required
Extremely flexible, full use of spreadsheet
functionality including macros and formulas
Inexpensive software solution which is quick
to install and able to be used in minutes.
Upgradeable to new Apps releases and to
obtain benefits of new features
Processing Flow
Invoice Gateway
File Received
File opened
Validate
Data
Data Keyed into Payables
Invoice Gateway forms
Submit Payables
Import Process
Review Import status
& resolve interface
exceptions
Processing Flow
Example Custom Solution
File Received
Submit Payables
Import Processes
Run custom Program
to load temp invoice data
into payables interface
File opened
& reviewed
File saved in
$MODS_TOP
Validate
Data
Review Import status
& resolve interface
exceptions
Run custom Program
To load invoice data
into temp tables
Processing Flow
More4Apps Excel Solution
File Received
File opened
& reviewed
Submit Payables Import Process
Upload Data
into payables interface
File saved in
Spreadsheet
Validate
Data
Review Import status
& resolve interface
exceptions
Run EW MACRO
To prepare data
Suppliers Data
AP Invoice Wizard
Now what?
Convince the supplier to change
the format of their file to meet
your needs.
Convince the supplier to change
the format of their file to meet
your needs.
Copy and paste the data from
their file into the template...
Copy and paste the data from
their file into the template...
Use formulas in the template
and your own Excel macro to do all
the hard work for you....
Use formulas in the template
and your own Excel macro to do all
the hard work for you....
Yeah right!
MACRO translations
I don’t know where or how to start!
- Use the Excel “Record Macro” functionality for
clues on Macro coding language
How on earth do I do that?
- Use Cyberspace, it’s already been done and is
on the internet somewhere!
I can’t save the macro in the wizard...
- That’s a good thing, save in a separate file
What if I have to change it?
- Use comments to clearly identify each step the
macro performs
MACRO Advantages
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All macros for each supplier format can be
stored in the same workbook on your LAN
Quick and are controlled by you, not
developers.
Allows EW to accept electronic files in any
format a supplier chooses, meaning better
cooperation and wider roll-out.
No restriction on electronic format received, as
long as the data can be pasted/copied into
Excel
More4Apps – EW’s Processing Steps
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Copy the supplier invoice electronic file into the
last sheet of the More4Apps Excel workbook.
Run the “Prepare Data” macro
Check control totals and other EW validation
fields
Submit the More4Apps Upload lines process
Submit the Payables Invoice Import from the
spreadsheet
Review Interface Status of the invoices
What does our MACRO do?
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EW have a “Prepare Data” worksheet that is
used by the Macro to control the placement and
formatting of data in the More4Apps template.
The macro performs the following (in seconds):
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Formats and pastes the supplier’s raw data into the “Prepare
Data” worksheet
Uses formulas in the More4Apps template to populate and
format the data from the “Prepare Data” sheet into the desired
columns in the template sheet
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Removes previous spreadsheet interface load results
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Prepares control totals
AP Invoice Wizard
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Quick demo of actual EW invoice load.
Macro code examples
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These pieces of code are examples of what can
be done...
To turn off and on screenupdating:
Application.ScreenUpdating = False/True
To clear data from spreadsheet cells:
Range("A10:AC500").Select ‘select the range
Selection.ClearContents
To copy values to the clipboard
Range("A7:H500").Select
'Select the data on this page
Selection.Copy
'Copy it to the clipboard
Macro code examples
To paste values
Range("A8").Select 'Go to the first cell ready for pasting
Selection.PasteSpecial Paste:=xlPasteValues, _
Operation:=xlNone, SkipBlanks _
:=False, Transpose:=False
To sort data
Range("A8:N500").Select
Selection.Sort Key1:=Range("A8"), Order1:=xlDescending, _
Header:=xlGuess, OrderCustom:=1, MatchCase:=False, _
Orientation:=xlTopToBottom
To find the last used row in the worksheet
ActiveSheet.UsedRange.Rows.Count
To find the last worksheet in the workbook
Worksheets(Worksheets.Count).Activate
Macro code examples
To create a blank row for each supplier for the TAX row...
Dim lastrow1 As Long, r1 As Long
lastrow1 = ActiveSheet.UsedRange.Rows.Count
For r1 = lastrow1 To 9 Step -1
If Cells(r1, 1).Value <> Cells(r1 - 1, 1).Value Then Rows(r1).Insert
Cells(r1, 1).Value = Cells(r1 - 1, 1).Value
Next r1
To delete rows based on data in cells
Dim lastrow2 As Long, r2 As Long
lastrow2 = ActiveSheet.UsedRange.Rows.Count
For r2 = lastrow2 To 8 Step -1
If Cells(r2, 1).Value = "" Then Rows(r2).Delete
'If Left(Cells(r2, 2).Value, 1) = "#" Then Rows(r2).Delete
Next r2
Macro code examples
To create formulas in the template sheet
Range("S7").Select ‘formula to add all dist rows to row 500
ActiveCell.FormulaR1C1 = "=SUM(R[2]C:R[493]C)"
Range("O7").Select ‘formula to add all invoice rows to row 500
ActiveCell.FormulaR1C1 = "=SUM(R[2]C:R[493]C)"
Questions?