Using MA540 to Upload Invoices

Does anyone have any experience with using MA540 to upload invoices from a high volume vendor? These invoices would all be PO invoices and currently they are being keyed manually by an AP tech. We would like to use some sort of electronic upload and were looking at MA540.

Any information would be greatly appreciated.

Thank you,

Debra Ziglar

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Comments

Legacy Contributor

MA540 is for EDI invoices. If you dont' use EDI, use AP520.

Robert Canham

MA540 is used for any match invoices, so if there is a PO, you have to use it instead of AP520.

I haven't gone directly in from a vendor though. We use MHC Image Express so everything is scanned in there and then uploaded and matched via MA540. There should be a CSV template on the infor xtreme site that you can hopefully talk your vendor into creating for you.

Legacy Contributor

We use MHC Image Express as well, but the AP tech is scanning the paper invoices sent from the vendor. This takes way too much time. So, are you saying that the file you get from the vendor goes into MHC and then that information is fed to Lawson? If so, does the MA540 program actually do the interface for you?

We did find a CSV template for MA540, but it looks very detailed. Would you be willing to share your template?

Thanks very much,

Debra

Legacy Contributor

Here's our sample layout - note all of the "grouped" columns in the Excel file. If you use the MA540CSV layout, you need to include all of the blank columns in your file. One thing to consider is how the users will be able to put the MA540CSV file onto the server and process it (most end users do not have access to that at our company). Another consideration is uploading to MA54, but that would require multiple uploads for the line detail and such.

[View:/cfs-file/__key/communityserver-discussions-components-files/59/mafl_MA540CSV_samples.xlsx:320:240]

Robert Canham

For our MHC process, the high volume vendor sends us invoices as PDF (1 pdf per invoice). They drop them on an FTP site daily that we have an automated process go pick up and dump in a Perceptive OCR import directory. We spent time training that vendor so that it has a pretty high rate of straight-through processing so the majority go straight through to the MA540 without any user intervention.

com_2010feb_proactive.pdf

Legacy Contributor

I took a copy of the spreadsheet also. We are in need of more automation in bringing in invoices, and II was not aware of the MA540 functionality, so I really appreciate this.

Legacy Contributor

Marybeth,

Thank you so much for the example. This helps a lot.

monthly_proactive_com201101.pdf

Legacy Contributor

Thanks to everyone for your input. I appreciate the assistance.

Legacy Contributor

We are getting ready to use MA540 to load invoices using Image Now (Kofax). How do you enter Add On Costs (AOC) from your invoices, not on the PO, through MA540? I have been trying to key into MA54 to test and having some issues. Do you key in the AOC code (MA08) or just key in the expense as a separate line as a distribution?

Thanks,

Jason

Legacy Contributor

Ours interfaces from the ImageNow export file directly into the MA54.1 on the AOC tab.

Legacy Contributor

Are you using Landed, spread, etc.? Does it flow through to the MA41.7 with the AOC code and all?

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