How to Prepare AP Bills and Supplier Invoices for Sage Intacct Import
By The Rekeyless team · Updated June 2026
In short: To prepare AP bills for Sage Intacct, map supplier names to vendor IDs, validate bill numbers and check for duplicates, format bill and due dates, apply GL accounts and dimensions, handle VAT or tax correctly and validate amounts before importing.
Supplier and vendor IDs
As with customers, Intacct needs the supplier/vendor ID. Maintain a mapping from the supplier names in your source data to the correct IDs, and flag unknown suppliers for review.
Bill numbers and duplicate bills
Duplicate bills are a common and costly error. Validate bill numbers and check each one against recent history so the same supplier invoice is not entered twice.
Dates, dimensions and GL accounts
- Bill date and due date (or payment terms)
- Location, department and project dimensions
- GL account mapping
- Line descriptions
VAT and tax
Apply the correct tax treatment consistently. Where tax handling depends on the supplier or item, capture that as an explicit rule rather than relying on memory.
Common AP import errors
- Unmapped suppliers
- Duplicate bill numbers
- Invalid dates
- Missing dimensions or GL accounts
- Amounts that do not reconcile
Worth knowing: Amount validation matters: reconcile line totals against expected values before import to catch data-entry and formatting errors early.
For official field definitions and template details, always refer to the current Sage Intacct documentation.
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