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Title: Create Subcontractor A/P Invoices from Subcontractor Timecards

Brief description:

This Quick Topic covers the steps on how to export subcontractor timecards and import the data to create Vendor Invoices, and also reviews the steps to automate the process via the Integration Management Utility (IMU). This process is applicable for those with Unanet Financials license types.

What’s covered in this document:

Creating a Vendor Invoice from Subcontractor Timecards

  1. Download and import the subcontractor time export template.
  2. Customize the subcontractor time export template.
  3. Subcontractor Setup.
  4. Run the Time Export.
  5. Import the Vendor Invoice.

Download and import the subcontractor time export template

Download the attached template: 

Subcontractor Time as Vendor Invoice w_ summary header.csv

Do not open it; just save it to your desktop.

This template will create one invoice allowing multiple timesheets listed in the detail.

Then import the template into Unanet:

  1. Navigate to Admin > Import.
  2. Select the import type from the dropdown menu and click Choose File.
  3. Click Import.

Customize the subcontractor time export template

This export template is a time export that is written in the form of a Unanet Vendor Invoice import template. Below, you will customize the template to select your AP posting accounts, etc.

Once the template is imported, click the edit pencil icon for the export template and make the following tweaks:

  1. In the Summary tab, populate a Default Filename (this file name will be used later if you intend to automate the process with the IMU).

  2. On the Fields tab:
    1. Row 1: Populate your legal entity organization code in quotes.
    2. Row 14: Populate the credit general ledger account number. This is typically your A/P General Ledger account number.
    3. Row 15: Populate your A/P posting organization in quotes; this may be found on the Financials tab of the legal entity organization, as shown below:

    4. Row 23: Hard code the debit GL account  NOTE: if you are controlling the debit (sub labor expense) with the labor cost post, you will want to select an accrued subcontractor wages account here. This would ensure you do not debit the expense to the project twice.  
    5. Row 24: Populate the relevant posting organization associated with the GL account in row 23 in quotes. This is typically the same account used on row 15.


Subcontractor Setup

You will need to ensure that each subcontractor in Unanet has:

  1. Cost rates on the user profiles (Person profile > List > Edit Person Rates tab).
  2. An associated subcontractor vendor. (Person profile > List > Edit Person > Time tab > Populate the correct Vendor ID).

Run the Time Export 

  1.  Select the appropriate Relative Time Period.

  2. Select check box for Non-employee.
  3. Select COMPLETED/LOCKED Timesheet Statuses only.
  4. Adjustments: Select "Include adjustments using worked date" from the dropdown menu - there may be a dependency on client-specific external timekeeping processes.

  5.  It is recommended to save these selection criteria and run the process using the saved criteria each time.
  6.  Save the file to your desktop.

Import the Vendor Invoice 

The final step is to import the file back into Unanet as a Vendor Invoice.  

  1. Navigate to Admin > Import
  2. For TYPE OF IMPORT, select "Vendor Invoice" from the dropdown menu.
  3. For RESULTING STATUS, select Inuse and import.  

Once completed, you will find an Inuse Vendor Invoice.

Overview Steps to Automate the Process via the IMU

The IMU allows system administrators to export and import data into the Unanet User Interface on scheduled intervals. The IMU can effectively automate the export/import process outlined above and can export the relevant timesheets (excluding records that were picked up on the prior scheduled runs) and import those into Unanet as Inuse vendor invoices.

The information below outlines some of the settings specific to configuration of the IMU for Vendor Invoice imports. Separately, you could also configure a scheduled export of time in the format of the vendor invoice import. For more information on the overall configuration steps of the IMU, please see the Additional Information section below. Specific configurations related to scheduling Vendor Invoice imports  

As you configure the imu file, be sure to:

  • Ensure the export criteria discussed above is a Saved Export Criteria.
  • Uncomment (remove "#"s) the vendor_invoice line items.
  • Reference the export template file (e.g., SubTime). This file name must mirror the filename on the Summary tab as mentioned above.

imu_pre_build.xml: Specific configuration related to scheduling Vendor Invoice imports  

  1. Open the file in Notepad.
  2. Uncomment the Move Example.
    1. Reference the export template file (e.g., SubTime). This file name must mirror the filename on the Summary tab as mentioned above.

Additional Information

KC - Quick Topic - Using the Integrated Management Utility (IMU) - Importing

Help Docs - Integration Management Utility (IMU)

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