Whether you want to copy and paste data from other accounts payable system exports or you just like filling in excel sheets instead of doing data entry into our app, our bill import helps you bring in large amounts of payables data at one time.
To start, you’ll want to download our unpaid bills template.
Go to Settings > Click Import Data > Click Upload Data File > Click Unpaid Bills
Helpful hints
- Each row in the template represents a separate line item allocation in a Buildium bill record. You can have 1 row = 1 bill with 1 line item or multiple rows = 1 bill with multiple line items.
- Each time you download the template, Buildium will add your current property list, current vendor list and current chart of accounts, so you can click on a cell in those columns and see the same list that exists in your Buildium account.
You are not required to use these, but the import process will validate that the names in your file match exactly in Buildium, so this should help you match property, vendor, and GL account names based on what’s in Buildium.
Column Headers
This list describes each of the column headers in the template, what pieces of information they will fill in in Buildium’s Record Bill form, and offers suggestions on how that set of information might relate to other accounts payables systems.
For bills with multiple line item allocations, the entries in the general information columns of the bill (listed below) must match exactly in each row corresponding to the same bill (this would be the same information you would enter in the top half of our Add bill form, plus the bill total amount and the # of itemized allocations).
- Bill Date:
- This field usually designates the date that an invoice was received
- Will inform the Date field in the Buildium Record Bill form
- Might be labeled as Bill Received Date, Invoice Date, or Invoice Received Date in other payable systems.
- Bill Due Date:
- This field designates the date that payment for a bill is due to the vendor.
- Will inform the Bill Due Date field in the Buildium Record Bill form
- Might be labeled as Due Date, Invoice Due Date, or Payment Due Date in other payable systems.
- Vendor:
- This field designates the vendor or supplier who sent you an invoice.
- Will inform the Pay to vendor selection in the Buildium Record Bill form
- Might be labeled as Vendor, Supplier, or Pay to in other payable systems.
- The vendor name in the template needs to be an exact match to the vendor name on file in Buildium.
- We suggest choosing the vendor from the list in the template and then copying and pasting the vendor into any further cells for other line item allocations that they should be entered into.
- Reference Number
- This field designates the reference or invoice number that the vendor assigned to the invoice.
- Will inform the Reference Number field in the Buildium Record Bill form
- Might be labeled as Invoice Number in other payable systems.
- Memo:
- This field is used to specify a high-level description of what the invoice was for and is usually added to the transaction that pays the bill.
- Will inform the Memo field in the Buildium Record Bill for
- Total Bill Amount:
- This field designates the total invoice amount due.
- Because each row in our template corresponds to one itemized line item in a bill, you may have multiple rows with the same total amount. Buildium will use this entry and the entry for # of itemized allocations to validate which rows go into a single bill.
- Will inform the Total amount in the bill table in the Buildium Record Bill form
- Might be labeled as Total Due in other payable systems.
- # of itemized allocations:
- This field designates the number of rows that Buildium should add to a single bill during the import process.
- This number corresponds to the number of line items that will show up in a single bill record in Buildium.
- Might be labeled as Due Date, Invoice Due Date, or Payment Due Date in other payable systems.
For bills with multiple line item allocations, the entries in the itemized information columns of the bill can be different across rows corresponding to the same bill (this would be the same information you would enter in the table in the bottom half of our Add bill form, excluding the Total bill amount).
- Itemized Allocation Property Name
- This field designates the rental property or association number that the itemized line item should be allocated to.
- Will inform the Property field in the Buildium record bill table.
- Might be labeled as a short-hand property name in other payable systems.
- The property name in the template needs to be an exact match to the property name on file in Buildium.
- We suggest choosing the property from the list in the template and then copying and pasting the property into any further line items that it should be entered into.
- Itemized Allocation Amount
- This field designates the portion of the bill amount that should be allocated to the property.
- Will inform the Amount field in the Buildium record bill table.
- Itemized Allocation GL Expense Account
- This field designates the GL Account that the amount should be allocated to.
- Will inform the Account field in the Buildium record bill table.
- Might be labeled as Account, GL, Expense Account in other payable systems.
- The GL Account name in the template needs to be an exact match to the GL Account name on file in Buildium.
- We suggest choosing the GL Account from the list in the template and then copying and pasting the GL Account into any further line items that it should be entered into.
- Itemized Allocation Description
- This field is used to note what service or product was provided for the property.
- Will inform the Description field in the Buildium record bill table.
