Skip to main content
Mitratech Success Center

Client Support Center

Need help? Click a product group below to select your application and get access to knowledge articles, webinars, training content, and release notes or to contact our support team.

Authorized users - log in to create a ticket, view tickets status and check your success plan details.

 

Configuring the AP Integration Task

The AP Integration task is configured using the Scheduler component of Suite Manager.

Importing the AP Integration Task

The AP Integration can be imported into the Scheduler using the instructions below. You must first purchase the functionality and obtain the task from Mitratech Support.

To Import the AP Integration Task:

  1. ​​Open Suite Manager.
  2. On the Suite Manager control panel, click on the icn_Scheduler Scheduler component in the Tools & Utilities area.
  3. On the Scheduler window, click on the Templates tab.
  4. Click Import.
    wn_Scheduler_tb_Templates_btn_Import
  5. On the Select the XML or Script file for import dialog box, select an XML or BSI file containing the task definition, then click Open.

Scheduling the AP Integration Task

The Scheduler component has several options for automating tasks at time intervals specified by the System Administrator. To run a task outside of its schedule, delete the task, edit the schedule, or edit any parameters, click the task name on the Schedule tab of the Scheduler window and click the appropriate button.

To Schedule a Task:

  1. Open Suite Manager.
  2. On the Suite Manager control panel, click the icn_Scheduler Scheduler component in the Tools & Utilities area.
  3. On the Scheduler window, click New.
    wn_Scheduler_tb_Schedule_btn_New
  4. On the Schedule Information dialog box, select the name of the appropriate task from the Task dropdown field.
  5. Type a description for the schedule in the text box.
  6. Select the appropriate radio option button in the Schedule area. Tasks may be scheduled as follows:
  • Daily – Specify the time each day the task should be run and if any days should be skipped in between runs (for example, setting the field to 2 day(s) at 1:00 AM would mean that the task would be run every other day at 1:00 a.m.).
    db_Schedule_Information_Daily
  • Weekly – Specify the day(s) of the week on which the task should be run (for example, selecting the Monday, Wednesday, and Friday checkboxes would mean that the task would be run on those days at the time specified).
    db_Schedule_Information_Weekly
  • Monthly – Specify the day (such as 15 for the 15th of each month) of the month to run the task or specify the time of the month (such as the first Sunday of each month) to run the task at the time specified.
    db_Schedule_Information_Monthly
  • Custom (Advanced) – See below.
  1. Click on the End Date checkbox and select a date for which the schedule will be terminated for the task.
  2. Enter any parameters for the task as needed.
  3. Click Save and Close.

To Schedule a Task Using Custom Time Parameters:

  1. Follow Steps 1-5 above.
  2. Select the Custom radio option button.
    db_Schedule_Information_Custom
    þÿThe string in the Expression text box is a cron (command run on) statement used to schedule the task. Suite Manager will build a statement for you according to the values in the text boxes as described below.
    þÿEditing the value in the Expression text box is advanced functionality and should only be performed by an administrator who is knowledgeable concerning valid cron statements.
  3. In the Schedule area, specify the following:
  • the number of the minute in the hour at which the task will run. Valid entries are 0-59 (and the , - * / special characters). For example, entering “30” means that the task will execute at x:30 minutes, where x is the hour.
  • the number of the hour at which the task will run. Valid entries are 0-23 (and the , - * / special characters). For example, entering “2” means that the task will execute at 2:00 a.m.; entering “23” means that the task will execute at 11:00 p.m.
  • the number of the day-of-the month for execution. Valid entries are 1-31 (and the , - * / ? L W special characters). For example, entering “15” means the task will execute on the 15th of every month.
  • the number of the day of the week on which the task will run. Valid entries are 1-7 or SUN-SAT (and the , - * ? / L # special characters). For example, entering FRI means that the task will execute every Friday.
  • the number of month for execution. Valid entries include 1-12 or JAN-DEC (and the , - * ?/ L # special characters). For example, entering “3” means the task will execute in March. where special characters are defined as follows:

*

used to specify all values. For example, an asterisk in the minute field means every minute.

?

Specifies no value (day-of-month and day-of-week only). For example, a question mark in the day-of-month text box and a “3” in the day-of-week text box indicates the task will execute every Tuesday regardless of the day of the month.

-

Specifies a range of values. For example, entering “10-12” in the Hours text box means the task will execute at 10 p.m., 11 p.m., and 12 p.m.

,

Specifies additional values. For example, entering “MON,WED,FRI” in the day-of- week field means the task will execute on Monday, Wednesday, and Friday.

/

Specifies increments. For example, entering “0/15” in the Minutes text box means the task will execute every 15 minutes starting at 0 minutes (0, 15, 30, 45).

Entering “5/15” in the Minutes text box means the task will execute every 15 minutes starting at 5 minutes (5, 20, 35, 50).

L

Specifies the last day-of-month or day-of-week.

W

Specifies the weekday (Monday-Friday) closest to the given day. For example, entering “15W” means that the task will execute on the weekday closest to the 15th of the month (if the 15th falls on a Sunday for a month, the task will execute on Monday the 16th).

#

Specifies the nth X day of the month. For example, entering “6#3” in the day-of week text box means the third Friday of the month (day 6 = Friday and “#3” = the 3rd one of the month).

þÿCombinations of the various components may be configured. For example, entering 30 minutes and 1 hour means that the task will execute every 1.5 hours. Or, entering “LW” for the day-of-month translates to “last weekday of the month.”

  1. Click on the End Date checkbox and select a date for which the schedule will be terminated for the task.
  2. Enter any parameters for the task as needed.
  3. Click Save and Close.

The AP Integration task imports invoice payment information and exports invoice information in an XML format.

To Configure Task Parameters:

  1. Open Suite Manager.
  2. On the Suite Manager control panel, click the icn_Scheduler Scheduler component in the Tools & Utilities area.
  3. On the Scheduler window, click New.
  4. On the Schedule Information dialog box, select the AP Integration Task from the Task dropdown field.
  5. In the Schedule area, create a schedule for the task.
  6. In the Parameters area on the Schedule Information dialog box, type the appropriate directory paths. The import and export folders must be different; attempting to use the same folder will cause the task to fail.
    db_Schedule_Information_Parameters
  7. In the Exclude Details field, enter the appropriate option to exclude invoice line item comments from invoices being included in the export process.
  8. In the Exclude Internal field, enter the appropriate option to include or exclude internal invoices from the export process.
  9. Click Save and Close.

Exporting Invoices Using the AP Integration Task

When the AP Integration task is run, it searches for invoices that have been posted, and exports all available information to separate XML files called YYYYMMDDHHMMSSmmm_n_Invoice_Export.xml, where YYYY is the year, MM is the two-digit month, DD is the two-digit day, HH is the two-digit hour, MM is the minutes, SS is the seconds, mmm is the milliseconds, and n is incremented by one for each invoice exported. For example, a file created on November 15, 2003, at 8:58:23 p.m. might be called 20031115205823788_0_Invoice_Export.xml. All fields from the Invoices module are exported; filtering is done through a third-party program.

þÿ   For the AP Integration tasks, all fields can be included in the XML file whether data exists for the fields. Contact Mitratech Support to enable this feature.

þÿAlthough all other values in the export filename are padded to a set number of digits, the milliseconds (mmm) value reflects the actual value. Thus, if milliseconds are 10 in the example above, the filename will be 2003111520582310_0_Invoice_Export.xml and will have one less digit than a filename with a three-digit millisecond value.

The same statement is true for the alternate AP Integration task below.

When using the alternate AP Integration (Single Export File) task, all invoices that have been posted will be exported into a single export file called YYYYMMDDHHMMSSmmm_Invoice_Export.xml.

þÿ The AP Integration (Single Export File) task may cause memory-related issues in certain environments depending on the number of invoices being generated to the file. If memory issues occur, Mitratech recommends using the standard AP Integration task and modifying your import code to accept multiple export files.

þÿ If special characters, such as an ampersand (&) or double-quotation mark (“) are used in any field that is being exported, these characters will be converted using standard XML special character conversions.

þÿ   User fields from the Invoices module will be included in the export file automatically.

After an invoice has been exported, a button on the Base Info tab will flag the invoice to be re- exported if any information has changed.

Sample XML Export File Format

wn_AP_Export

Correlation between XML Tags and the eCounsel Database

XML

eCounsel

Node Set

Tag

Table

Field

Type

Invoice

Invoice_ID

Invoice

Invoice_ID

int

BillingEntity

Name

Entity

Name

varchar(150)

FederalNumber

Entity

FederalNumber

varchar(50)

VendorNumber

Entity

EntityNumber

varchar(40)

AdministrationNumber

Company

AdministrationNumber

varchar(20)

RemitAddressn

Address

Addressn

varchar(100)

XML

eCounsel

Node Set

Tag

Table

Field

Type

 

RemitCity

Address

City

varchar(30)

RemitState

Address

State

varchar(30)

RemitZip

Address

Zip

varchar(20)

RemitCountry

Address

Country

varchar(30)

RemitRegion

Address

Region

varchar(30)

InvoiceBaseInfo

InvoiceDate

Invoice

InvoiceDate

datetime

InvoiceStatus_CD

Invoice

InvoiceStatus_CD

varchar(40)

BillingEntityInvoiceNumber

Invoice

BillingEntityInvoiceNumber

varchar(20)

InternalInvoiceNumber

Invoice

OurInvoiceNumber

varchar(20)

InternalInvoice

Invoice

InternalInvoice

char(1)

ServiceStartDate

Invoice

ServiceStartDate

datetime

ServiceEndDate

Invoice

ServiceEndDate

datetime

ReceivedDate

Invoice

ReceivedDate

datetime

PurchaseOrderNumber

Invoice

PurchaseOrderNumber

varchar(20)

TaxPointDate

Invoice

TaxPointDate

datetime

TaxInvoiceNote

Invoice

TaxInvoice

varchar(30)

TaxCreditNote

Invoice

TaxCreditNote

char(1)

InvoiceReference

Invoice

InvoiceReference

varchar(20)

Currency_CD

Invoice

Currency_CD

varchar(40)

ConversionRate

Invoice

ConversionRate

numeric(13,7)

OriginalAmount

Invoice

OriginalAmount

numeric(17,2)

DiscountBilledAmount

Invoice

DiscountAmount

numeric(17,2)

AdjustmentAmount

Invoice

AdjustmentAmount

numeric(17,2)

AdjustedBilledAmountPreTa x

Invoice

AdjustedNativeAmountPreTax

numeric(17,2)

TaxBilledAmount

Invoice

TaxNativeAmount

numeric(17,2)

AdjustedBilledAmount

Invoice

AdjustedNativeAmount

numeric(17,2)

InvoiceAmount

Invoice

InvoiceAmount

numeric(17,2)

AdjustmentDate

Invoice

AdjustmentDate

datetime

HoldDate

Invoice

HoldDate

datetime

PostedDate

Invoice

PostedDate

datetime

ExportedDate

Invoice

ExportedDate

datetime

InvoiceComments

LongComments

Comments

text

InvoiceMatter

MatterNumber

MatterInvoice

MatterNumber

int

MatterName

Matter

MatterName

varchar(60)

Priority_CD

Matter

Priority_CD

varchar(40)

OriginalAmount

MatterInvoice

OriginalAmount

numeric(17,2)

DiscountAmount

MatterInvoice

DiscountAmount

numeric(17,2)

AdjustmentAmount

MatterInvoice

AdjustmentAmount

numeric(17,2)

AdjustedBilledAmountPreTa x

MatterInvoice

AdjustedNativeAmountPreTax

numeric(17,4)

TaxBilledAmount

MatterInvoice

TaxNativeAmount

numeric(17,4)

AdjustedBilledAmount

MatterInvoice

AdjustedNativeAmount

numeric(17,4)

MatterInvoiceAmount

MatterInvoice

MatterInvoiceAmount

numeric(17,2)

XML

eCounsel

Node Set

Tag

Table

Field

Type

 

AdjustmentDate

MatterInvoice

AdjustmentDate

datetime

InvoiceMatterTax

VendorTaxID

MatterInvoice TaxSummary

VendorTaxID

varchar(20)

TaxType

MatterInvoice TaxSummary

TaxType_CD

varchar(40)

TaxRate

MatterInvoice TaxSummary

TaxRate

numeric(13,7)

TaxCountry

MatterInvoice TaxSummary

TaxCountry_CD

varchar(40)

TaxLocality

MatterInvoice TaxSummary

TaxLocality

varchar(40)

TaxableBilledFees

MatterInvoice TaxSummary

TaxableNativeFees

numeric(17,2)

TotalTaxFees

MatterInvoice TaxSummary

TotalTaxFees

numeric(17,2)

TaxableBilledExpenses

MatterInvoice TaxSummary

TaxableNativeExpenses

numeric(17,2)

TotalTaxExpenses

MatterInvoice TaxSummary

TotalTaxExpenses

numeric(17,2)

InvoiceMatterDetail

ProfessionalVendorName

Entity

Name

varchar(150)

ProfessionalName

Entity

Name

varchar(150)

LineItemDate

InvoiceDetail

LineItemDate

datetime

Phase

Phase

PhaseName

varchar(60)

Task

Task

TaskName

varchar(60)

CostType_CD

InvoiceDetail

CostType_CD

varchar(40)

Activity_CD

InvoiceDetail

Activity_CD

varchar(40)

Expense_CD

InvoiceDetail

Expense_CD

varchar(40)

HoursOrUnits

InvoiceDetail

HoursOrUnits

numeric(10,2)

Rate

InvoiceDetail

Rate

numeric(10,4)

OriginalAmount

InvoiceDetail

OriginalAmount

numeric(17,2)

DiscountAmount

InvoiceDetail

DiscountAmount

numeric(17,2)

AdjustmentAmount

InvoiceDetail

AdjustmentAmount

numeric(17,2)

AdjustedBilledAmountPreTa x

InvoiceDetail

AdjustedNativeAmountPretax

numeric(17,2)

LineItemAmount

InvoiceDetail

LineItemAmount

numeric(10,2)

Adjustment_CD

InvoiceDetail

Adjustment_CD

varchar(40)

AdjustmentDate

InvoiceDetail

AdjustmentDate

datetime

IsTaxable

InvoiceDetail

IsTaxable

char(1)

ImportWarning

InvoiceDetail

ImportWarning

varchar(1000)

Comments

LongComments

Comments

text

InvoiceMatterDetailTaxable

VendorTaxID

InvoiceDetailTaxable

VendorTaxID

varchar(20)

InvoiceMatterAllocation

AllocationEntityName

InvoiceAllocation

Allocation_EID

int

AllocationPercent

InvoiceAllocation

AllocationPercent

numeric(10,4)

AllocationAmount

InvoiceAllocation

AllocationAmount

numeric(17,2)

AllocationNativeAmount

InvoiceAllocation

AllocationNativeAmount

numeric(17,2)

GeneralLedgerCode

InvoiceAllocation

GeneralLedgerCode

varchar(40)

ChargeBackAccount1

InvoiceAllocation

ChargebackAccount1

varchar(40)

XML

eCounsel

Node Set

Tag

Table

Field

Type

 

ChargeBackAccount2

InvoiceAllocation

ChargebackAccount2

varchar(40)

ChargeBackAccount3

InvoiceAllocation

ChargebackAccount3

varchar(40)

Comments

LongComments

Comments

text

InvoiceMatterApproval

EmployeeName

Entity

Name

varchar(150)

Approved

InvoiceApproval

Approved

char(1)

ApproveOrder

InvoiceApproval

ApproveOrder

int

ApprovalDate

InvoiceApproval

ApprovalDate

datetime

ApprovalReceivedDate

InvoiceApproval

ApprovalReceivedDate

datetime

ApproverTimedOut

InvoiceApproval

ApproverTimedOut

char(1)

Comments

LongComments

Comments

text

Importing Invoice Payment Information

When a .xml file is successfully imported, the filename extension will be appended with

.imported_YYYYMMDDHHMMSSmmm, where YYYY is the year, MM is the two-digit month, DD is the two-digit day, HH is the two-digit hour, MM is the minutes, SS is the seconds, and mmm is the milliseconds. For example, a file imported on November 15, 2007, at 8:58:23 p.m. might be called payment.xml.imported_20071115205823788.

If any errors were encountered, the extension will be changed to

.ERROR_IMPORTING_YYYYMMDDHHMMSSmmm. The task will not process any other invoices in the file with the error. Ensure that the import directory is checked regularly for files with errors.

Sample XML Import File

file_Invoice_Import

Correlation between XML Tags and the eCounsel Database

XML

eCounsel

Node Set

Tag

Table

Field

Type

Invoice

Invoice_ID

Invoice

Invoice_ID

int

VendorNumber

Invoice

EntityNumber

varchar(40)

InternalInvoiceNumber

Invoice

OurInvoiceNumber

varchar(20)

PaymentDate

Invoice

PaymentDate

datetime

PaymentAmount

Invoice

PaymentAmount

numeric(17,2)

PaymentMethod

Invoice

PaymentMethod_CD

varchar(40)

CheckNumber

Invoice

CheckNumber

varchar(20)

  • Was this article helpful?