The ComData report will run R365's data to produce a listing of all open, unpaid invoices for Customer's who are signed up for ComData. This export is only beneficial for Users who are signed up for ComData so that ComData can view and pay the User's invoices for them.
Vendor Setup
Each vendor that you pay with ComData, the corresponding Vendor record must be set up correctly for ComData export use.
'Comdata' must be entered in the Comment field on each Vendor record that will be used with the ComData Export file. If this comment is not added to the Vendor record, the approved AP invoices for that vendor will not be included in the ComData Export file. This is the only required field for ComData Export use.
The table and screenshots below show how fields in the Vendor record correspond to columns in the ComData export file. Columns D through K in the export file come from the AP Invoice record.
Field on the Vendor record | Column in the export |
|---|---|
Name | SupplierName |
Number | VendorID |
Phone | SupplierPhoneNumber |
SupplierEmail | |
Street 1 | SupplierAddress1 |
Street 2 | SupplierAddress2 |
City | SupplierCity |
State | SupplierState |
Zip | SupplierZipCode |
Tax ID | SupplierTaxNumber |
Using the ComData Export Report
Once vendors are setup with 'Comdata' added to the Comment field on the Vendor record, you are ready to use the ComData Export.
Eligible AP Invoices
Any approved AP invoice with a value greater than $0.00 in the Amount Remaining column (listed on All Transactions and AP Transactions lists in the Accounting module) is eligible for export.
Navigation
To navigate to ComData Export, click 'My Reports' under 'Reports' in the left pane and then select 'Vendors' in the top header of the reporting window. Once opened, a listing of reports will be shown.
Find 'ComData Export' and select 'Customize' next to the report. This will open up a listing of all Report Parameters that can be set to pinpoint the exact date range a User needs for this export.
Report Parameters
Start Date - The beginning date for the report
End Date - The end date for the report
Download Button - Downloads the report
Click here to learn more about Report Views and their added functionality.
Report Details
Vendor ID - The ID number associated with the Vendor
Supplier Name - The name of the Vendor
Supplier Email - The email address associated with the Vendor POC
Invoice Number - The invoice number associated with the transaction
Invoice Date - The date the invoice was entered
Due Date - The date the invoice was due
Payment Date - The day this file was downloaded
Gross Amount - The total amount due
Net Amount - The amount remaining after certain adjustments/discounts have been made
Discount Amount - The amount discounted from the total
Location Code - The number associated with the User's Location
Supplier Address 1 - The first line of the Vendor's Address
Supplier Address 2 - The second line of the Vendor's Address
Supplier City - The city the Vendor is located in
Supplier State - The state the Vendor is located in
Supplier Zip Code - The zip code of the Vendor
Supplier Phone Number - The Vendor's phone number
Invoice Comments - Any comments noted on the invoice
Supplier Tax Number - The Vendor's Tax ID Number