Work with Drag-N-Drop Accounts Payable Entries

If you have standard AP entries that you need to make each month, you can setup an Excel Drag n Drop file that can be used to populate the distribution lines in the AP voucher. You can use formulas to calculate the amounts and the displayed answer will be imported. 

NOTE:  The drag-n-drop feature can process Password Protected Excel files. If the .xls or .xlsx spreadsheet is password protected, Excel must be installed on the computer.  Spreadsheets without a password does not require an Excel installation.

Create Excel File

  1. In MS Excel, you must have a worksheet with the following column headings in Row 1. Headings can be in any order.
    1. Column A:  IFC (Optional)
    2. Column B:  Account
    3. Column C:  Amount
    4. Column D:  Reference (Optional)
    5. Column E:  Tracking1
    6. Column F:  Tracking2
    7. Column G:  Tracking3
    8. Column H:  Tracking4
  2. Every row should contain a distribution.
    1. Do not leave any blank rows.  
    2. Do not place documentation or calculations in rows between entries.
    3. Calculations and documentation may be placed in columns to the right of the required columns or on another sheet.  
    4. Add a column heading such as "Documentation" to each column containing information you wish to save.
    5. Error messages will overwrite columns with no header.
  3. Starting in Row 2, enter your line items for your AP Distribution.
  4. The Drag-n-Drop process only imports information from the first sheet.
  5. If your distribution page does not include IFC Codes you do not need to add an IFC column heading.
  6. The Debit and Credit columns can be formulas to calculate the amounts. The displayed answer will be imported.
  7. If you are calculating the entries in other Excel worksheets that do not match this format, you can copy and paste the figures from that worksheet into a template you save for Drag-N-Drop.  You should use the Paste Special command and paste Values Only.
  8. Account numbers can be entered as a straight number such as, 1014502000002 or with separators like, 1.01.402.00.002
  9. The column headers Tracking1 through Tracking4 are for consumption figures.  If your distribution page does not include Consumption, you do not need to add any Tracking# headings.
    1. Consumption Type Codes are set up in the Account Type Master
      1. The tracking columns 1-4 tie in with Item Number 1 - 4 in the Account Type Master.  If the consumption tracking is in Item Number 1 then the consumption information should be entered under column heading Tracking1.
  10. If you are working in other Excel worksheets that you already have established for formulas, calculations, etc., you can copy and paste the figures from that worksheet into a template you save for Drag-N-Drop. You should use the Paste Special Command and paste Values Only.
  11. When your worksheet is complete, save the worksheet as you normally would and close the Excel file.
    1. The import process will not work if the file is open.

Drag n Drop Excel File

NAVIGATION: ACTIVITIES menu > Voucher Entry

  1. Enter all information on the Main page as needed.
  2. As you complete the information on the Main page and tab, you will automatically go to the Distributions screen.
  3. Open the folder that contains your Excel file and resize the Horizon program window so that you can see the unopened Excel file and the AP Voucher Entry screen simultaneously.

    TIP:  You may also leave both windows full screen, start with the folder containing your Excel file.  Left click the file and hold while dragging it down to the Start bar to the Horizon Financials button. This will cause Horizon Financials to maximize and you may drag the file to the journal voucher screen.
  4. Drag the Excel file onto the screen and Drop it on the screen.  (You should see a “+” sign indicating that you can drop the file.)
  5. The line items on the screen will fill from your excel file.
  6. If there are any errors in the spreadsheet, you will receive the error message "Errors found - please refer to spreadsheet".
  7. Press OK to close the error message.
  8. No data will be saved in the entry if an error was detected.  
  9. Open your spreadsheet.  
  10. In the first column with no header an error message will save in rows in which an error was detected.
  11. Correct the spreadsheet then try to Drag-N-Drop again.
  12. Check that the entry is in balance in AP Voucher Entry > Distributions. The Invoice Amount and the Applied figure should match and Remaining should be zero.
  13. Press SAVE or APPLY and follow the normal Edit and Posting procedure.

See: How to Enter a Regular AP Voucher

Sample DND File

Drag N Drop AP.xls

4/2023

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